## **Ajax Sea Scout Group and Explorer Sea Scout Unit Annual Report and Accounts for the year ended 31[st] March 2021**
## 73[rd] Annual General Meeting of the Group Council of the 4[th] Thames Ditton ‘Ajax’ Sea Scouts **(Royal Navy Recognised Group No. 60) 11[th] Jan 2022 held online**
## Agenda
1. Group Chairman’s welcome.
2. Group Scout Leader’s report.
3. Group Chairman’s report.
4. Group Treasurer’s report and adoption of the Trustees’ Annual Report and Statement of Financial Activity for the year ended 31[st] March 2021
5. Approval of nominations for honorary roles:
- a. Group President
- b. Group Vice Presidents
6. Approval of the Group Scout Leader’s nominations for the Group Executive Committee for the coming year:
- a. Group Chair
- b. Group Vice-Chair
- c. Group Advisers
- d. Youth Representative
- e. Other members of the Group Executive Committee.
7. Confirmation of Section Leaders wishing to be members of the Group Executive Committee for the coming year.
8. Election of lay officials for the coming year:
- a. Group Treasurer
- b. Group Secretary
- c. Independent Examiner.
9. Election of Section Representatives to the Group Executive Committee for the coming year.
10. Any other business.
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## **GROUP CHAIR’S REPORT**
It has been a somewhat frustrating but very productive year for Ajax. Being adaptive has been the order of the day. Back to school and then back home. Overseas travel was possible but if you were unlucky, it got pulled at the very last minute. Summer Camp looked unlikely but thanks to a lot of work from our leaders our Scouts had a fabulous time in Poole.
Our new Treasurer, Pete Drysdale, got his feet under the table and has done an outstanding job updating all our accounting systems, keeping track of our cashflow and expenses and helping us to meet our charitable obligations. Historically our accounts were Excel and paper based and updated periodically. Peter has now implemented almost real time accounting on a much better platform which means better reporting and keeping track of our finances, all of which have added value in a year when fundraising was cancelled.
Throughout the summer we have been working with Warspite, Ditton Reach Residents and Elmbridge Council to agree a way forward on how the car park is managed. For the last three decades the car park has been used to dump boats and trailers and as free parking for small boats which can often subsequently abandoned. All of this conflicts with the Council’s objective to use the space to encourage recreational use of the Thames. Working with Warspite we have started to tidy up the car park by removing vegetation and derelict boats and trailers and will shortly submit a planning application for a secure yard to store our large boats and trailers which currently occupy too much of our activity space.
The old adage that if you want something done, best ask a busy person applies to our GSL Chris West who has done an amazing job in very difficult circumstances. We are very much driven by The Scout Association Guidelines, but thanks to Chris and our outstanding leaders we have been able to dramatically reduce “Scouting by Zoom” and very much hope to have even more time on the water in 2022.
In addition to the car park project, we have a number of building projects to complete; these include new doors to the front and rear, a new electrical distribution board, external lighting, changing room benches and external storage for SUPS and boats. Internal LED lights were installed earlier this year and once the distribution board is installed, we will add fire alarms which will provide more flexibility on how we use the site.
Hopefully by this time next year all of these projects will be completed and our normal fundraising activities will be possible. Thanks also to our Exec trustees who help to steer us in the right direction.
Andrew Roberts Group Chair
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## **GROUP SCOUT LEADER’S REPORT**
Once again, I find myself writing a report after a year of mostly locked down Scouting. I think we all thought it would be over by Christmas last year, but Scouting did not return to anything like normal until well after Easter. But what a return it has been. I have seen colossal efforts across all sections to make up for lost time, to get together as much as possible and get out doing what Scouts do best.
From the last AGM in September 2020, right through to Easter 2021, Scouting continued online with continuing heroic effort from leaders across the Group trying to keep young people engaged in Scouting as much as possible. Nobody ever imagined this would carry on for so long and I know how difficult it was to keep things going for such a length of time. I think each and every leader deserve a medal for what they did during this difficult time.
We were unable to have our usual remembrance Sunday parade due to restrictions, but we did send a representative leader and Explorer to Giggs Hill Green to lay a wreath on behalf of Ajax, whilst the rest of us met online to observe the 2 minutes silence together there.
When restrictions started to ease after Easter, Scouting came back in force. We saw the Scouts and Explorers jumping straight back onto the river, with Beavers and Cubs meeting up for outdoor musters in every open space they could find in the area.
The absolute highlight of the year for me was Summer Camp. It was touch and go on whether we could go or in what format, and in fact the plans changed several times up until only a few weeks before we left. This was particularly stressful for myself and the other members of the organising team for the camp, but the important thing is we go there in the end.
For the first time in a long time we split the camp into 1 week of Explorer camp and 1 week of Scout camp, something we had intended to do before COVID as the resources needed to run a 2 section camp were getting beyond us, but with COVID limits in place this also worked out quite nicely.
The Explorers had an amazing week of non-stop activities, for once not diluted by the arrival of the Scout Troop, meaning they didn’t have to share equipment or instructors to get on the water. Then after a frantic change over day the Troop arrived for yet another week of non-stop fun and adventure. I’ll let the individual leaders fill you in on the details of the camp, but suffice to say, we got away, we camped, we got on the water, it was simply wonderful to be doing a proper camp again after so long.
At the writing of my last report we were just starting the installation of the new fence. Not long after the fence was completed a team of volunteers, led by an expert, laid all the concrete and moved our flag mast to it’s new location on the back of the building. Now a year on we have been benefiting hugely from the increased space, much better access from the road and out onto the grass. And of course a much greater sense of security with this vastly superior fence guarding our grounds. Pete Wadsworth has been working with a small team to begin the building wide upgrade of the electrics by replacing all our interior lighting with state-of-the-art LED lighting throughout the building. The next and final step in that project is to replace our main electrics distribution board, which due to be completed soon. Once done, we’ll be looking to fit a new fire alarm system for the building. The other major project of course is the car park project. Our Chair, Andrew Roberts, has been putting many hours into progressing that and it’s looking highly likely that we will start being able to use that space next year. I will leave Andrew to tell you more in his report.
Lastly, I do have some exciting news to impart, we have appointed a new Beaver Section Leader, Lydia Thomas. I have known Lydia for quite a long time as she was one of my Scouts 10 years ago when I was the Troop Section Leader. I remember then that she was an exceptional leader and I controversially made her a Patrol Leader at quite a young age as she was so good at leading and inspiring others. Lydia has worked her way through Ajax, eventually turning 18 and joining the leadership team. She has been a regular face at many summer camps and helping out in anyway she could whilst studying at uni. Now thankfully she has found a job that keeps her in the local area and she’s been a regular leader in the Beaver section for the past year. When I asked her if she would consider leading the Beaver Colony there was no hesitation. I know her endless enthusiasm, energy and positive nature will keep our Beaver Colony going as the fun and exciting section it should be.
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Once again, I want to thank all the leaders for their continued efforts, well beyond the expectations of normal leadership to deliver online Scouting. And then since returning to face-to-face Scouting, the leaders again have had a lot to put up with, considering all the rules, restrictions and last-minute changes. Thank you to you all for persevering and keeping Ajax one of the best Scout Groups around. And you don’t have to take my word for it, nationally Scouting has shrunk by 24%, Ajax has actually grown in the past year, so well done all!
## **Here are the reports from of our training Sections:**
## **BEAVER SCOUT COLONY**
(For young people aged 6 to 8)
Beaver Colony Leader Lydia Thomas writes:
The academic year 2020/2021 was another year full of activities, where neither Leaders nor Beavers let the restrictions of the pandemic ruin our fun! The Beavers were fantastic adapting to how we have had to run our sessions throughout the year, and the Leaders successfully modified our plans to continue delivering engaging and fun sessions, whether online or face-to-face.
Despite the mixture of in person and zoom musters, we managed to award exactly 100 badges to the colony over the whole year. Five Beavers achieved their Chief Scout’s Bronze Award before swimming up to Cubs in January 2021; congratulations to the following for earning the highest badge available!
- Alannah McGuire
- Jessica Stephens
- Alex Edstrom
- Marlowe Fortune
- Ava Thurgood
We began the Autumn term with a session at Stokes Field, playing a socially distanced wide game and catching up after the summer holidays before having to move to online musters. A highlight of the term was our online annual Beaver Sleepover. The colony had the choice of camping in their garden or making a den in their bedrooms and sleeping on the floor and tuned in for an evening zoom call where we learnt learn some campfire songs. We taught our Beavers about Global Issues, learning about the benefits of Fairtrade and the problems with finding clean and safe drinking water in many places. We learnt about endangered animals and used the IUCN red list to look up the status of our favourite animals. By the end of term, the badges they had gained included Global Issues, Creative, Faith and Camp Crafts, and they had worked towards their Teamwork, Skills and Cooks’ badges. In keeping with the Scout Associations aim of “youth shaped scouting”, we held a ‘log chew’ where the colony had the chance to talk about what they liked and what could be improved on for when the leaders planned future sessions. We ended the Autumn term with some Christmas crafts, including decorating melted snowman biscuits and Christmas giftbags. During the Autumn term we said goodbye to some of our older
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Beavers who swam up to Cubs and welcomed 6 new starters whose first experience of Scouting ended up being virtual for almost two school terms!
For the Spring term we were still doing virtual musters, and in the spirit of new year’s resolutions, we set ourselves challenges to count towards our personal challenge badges. We had a session on the green cross code, where we learnt a song and performed a short play. The Beavers went on nature walks in their own time, followed by a zoom session where we discussed animals and plant species we saw and created artwork using leaves we had collected on our walks. The Beavers managed to earn their “Great Indoors Badge” and we had a zoom session where the colony learnt how to sew their badges on a camp blanket by themselves. A highlight for many was the pizza making session over zoom, where the Beaver’s cooked along with the leaders, and everyone joined in with the pizza party together at the end. We later made fajitas as a more advanced cooking session, leading to them completing their cook’s badge. We ended the Spring term with our first face-to-face session in a long time! We met at Long Ditton Recreation Ground and played some team games as the sun set – it was the perfect socially distanced return to Beavers, and a great chance for many of them to meet each other, and the leaders face-toface.
Back into the swing of meeting face-to-face, we came back from the Easter holidays with a session on healthy food, making posters promoting healthy eating. We had a muster learning how to tie knots, what to do somebody is hurt in an accident, and how to deal with minor cuts. We also included some theory about coronavirus and how it spreads. We took advantage of meeting in person, and played lots of team games, focusing on some practical skills that hadn’t been used in a while! We learnt to pitch a tent at the WAC and raced to see who could do it the fastest. The colony went out for a historical walk of Thames Ditton, learning about the AC Cars Factory, Thames Ditton Foundry and paid our respects to the soldiers’ graves in the cemetery. We completed theory about cycling and boating in preparation for the practical side of the cyclist and nautical badges. The Beavers all brought their bikes and learnt cycling skills and the rules of the road on the basketball courts at the Milk Marketing Board Sports Ground. In our last few musters of the term, we managed to get out in the ‘Starfish’ boats, where the Beavers could row on their own and get their first taste of boating.
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The range of activities discussed above have allowed us to award many badges over the year, our favourite of which were Cook, Cyclist, Explore, Faith, Global Issues, Outdoors, Personal Challenge, Skills, Teamwork and The Great Indoors.
At the turn of the year, in Autumn 2021, we said goodbye to Pete Stephens as he stepped down from being the Section Leader after volunteering his time for the last few years. I’d like to say a huge thank you to the lovely leadership team who helped in the last year; Pete, Scott, Chiara, Janine, Hugo, and Harry have been brilliant in keeping spirits up and delivering fantastic musters despite the challenges we’ve had. This was my first year of volunteering with Beavers, and I look forward to this next year and further, where I have agreed to take on the role as Section Leader.
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## **CUB SCOUT PACK**
(For young people aged 8 to 10½)
Cub Scout Leader Ruth Mortby writes:
Another fantastic year for the Cub Pack, full of fun, challenges and adventures for our young people.
A mix of a year, with far too much zoom for our liking! Despite everything, I can’t believe how much we’ve achieved again this year.
Over the year we’ve said goodbye to 21 young people who have gone up to the Scout Troop and welcomed 18 new Cubs. The pack is full at our capacity of 36 young people and is fed almost entirely from our Beaver Colony. Between them the Cubs have earned over 500 badges, and we’ve celebrated awarding 8 Chief Scouts Silver Awards – the highest achievement a Cub can reach.
Our Autumn term was mainly on zoom, with highlights including our first ever virtual weekend camp – Spytacular!
We also made it out and about at Bushy Park with a number of socially distanced nature hikes. I never thought I would voluntarily plan outdoor activities for cubs in December, but it was so good to see everyone face to face again.
Spring term saw us back to zoom again, with highlights including a theatre improv workshop from the Rose Theatre in Kingston and a Junk Drumming workshop. The leaders were all very pleased the latter was on zoom with its handy feature of being able to turn the volume down!
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We held another virtual camp this term, with a space and science theme. From astronaut training to making mechanical arms, with space dens to sleep in and some interesting foods to try – a great weekend.
Summer term, with a huge sigh of relief, found us back face to face. However, with 36 active cubs, we couldn’t use the building, so we found ourselves in local parks, recreation grounds and even the local streets to try and get enough outdoor space.
We hiked, we tied knots, we played games, we even made mud pies!
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Summer term cumulated in another first for us – Polyapes hosted us for our first ever independent cub camp – camping, pioneering, wide games, problem solving and campfires! It was fantastic to be away together and outdoors after so long, and the headaches of planning a covid safe camp were completely worth it!
I’d like to finish with a huge thank you to the Cub leadership team – Alex, Emma, Dan, Lucy and Gavan, and our Young Leaders George and Will. It has been a pleasure working with you all this year. Thank you for all that you do.
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## **SEA SCOUT TROOP**
(For young people aged 10½ to 14)
Sea Scout Leader Diane Davison writes:
## **A year of two halves!**
Both halves good! Both attended with enthusiasm and commitment!
September to end of March saw us on zoom still. We covered as much of the scouting skills as we possibly could given the circumstances, for example, navigating within the house including to the toilet using our compass bearing skills, carrying out first aid using siblings or parents to practise putting a casualty into the recovery position within viewing distance of the zoom screen, cooking eggs 5 ways and ensuring that all scout households tried the end product , mince pies with varying degrees of success, to building exceptionally tall constructions of spaghetti, marshmallows and a blown egg!
We have developed our skills on Zoom down to a fine art and throughout our time on screen the scouts have maintained their enthusiasm. Attendance has been brilliant… well done to all our scouts who made it worthwhile! Many thanks also to all our parents for supporting their scouts in all the unusual activities we got up to…. without you providing all the resources we would not have been able to achieve everything we did.
In April we started boating. This gave us a new challenge in terms of managing scout numbers, covid protocols, activities, leader and permit availability. We came up with a 3-group rotation which morphed into a 4-group rotation for sailing! I think all Scouts, parents and leaders deserve awards for keeping up with all the different emails, invitations, OSM reminders etc. BUT it worked!
We got all our scouts out on the water. They all kayaked, and they all developed their rowing skills in single handers.
SUMMER CAMP! The undeniable highlight of this year. 8 days of proper sea scouting in a glorious location in Poole Harbour! 36 scouts attended and had a brilliant time. They sailed, kayaked, canoed, supped, giant supped, hiked night and day, covid tested, whittled, cooked, tug o’warred, BBQ’d, went to the beautiful Studland beach, and kept themselves clean and healthy – fantastic!
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We all had a wonderful time and were one of the few scout groups to run a full camp this summer.
Congratulations go to our Patrol leaders at camp for a super job:
Leila, Jonathan, Lily, Cameron and James
And our Assistant Patrol leaders for providing great support:
Zac, Amalia, Daisy, Oliver and Matthew
Everyone rose to the challenge by doing an excellent job of helping run a smooth, safe and fun
camp.
We started off the year with around 50 scouts and but for a couple of movements we still have 50 scouts. Attendance has been strong throughout the year and since April we have been boating on Thursday and Saturdays.
Our leadership team is strong and we are lucky to have had Simon and Phil join us this year.
I am as ever totally indebted to a wonderful group of volunteer Leaders, Instructors, and Young Leaders who make all of the above possible. Again this year their commitment to the scouts has been exemplary. Without their generosity of time, holidays, skills, creativity and good humour Ajax would not be the same!
My grateful thanks go to Jamie Ashley, Harry Ashley, Bernadette Banks, Nick Barber, Simon Corkin, Robert Elliott, Ed Mauleverer, Barbara Rusis, Phil Shortman, Rob Stephens, Peter Wadsworth, Chris West, Dane Wilson - who all regularly attend musters.
Also thanks to, Andy Davison, Miky Davison, Izzy Elliot, Hugo Goodman, Max Kingdon, Alice Morgan, Ruth Mortby, Alex Soden, Kristian Squire and Lauren Thompson Chisnall, most of whom on returning from university provide invaluable help and enthusiasm at musters and at summer camp.
And last, but certainly not least our Young Leaders Hannah, Molly, Isabelle Poppy and Tilly who help week in week out….!!
Duke of Edinburgh Awards
We have not been able to run any expeditions this year but the explorer scouts have been working hard on the other sections of the awards. We hope to catch up with expeditions as soon as possible.
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## **EXPLORER SEA SCOUT UNIT (For young people aged 14½ to 18)**
Explorer Sea Scout Leader Nick Barber writes:
The Unit currently has a healthy 24 members comprising nine young women, fifteen young men and we were pleased to welcome external members to the Unit; Phoebe, Freya, Bejamin, Theo and Jack.
We continue to see that many of our Explorers are also Young Leaders, helping with the other Sections in an adult leadership capacity.
Past Explorers are regularly coming back to assist in their down time from university and working life in leadership/ instructor roles. Scouting is a movement after all, and this next generation is ready to contribute to the health and longevity of the group.
Since last September we have done a lot of SUPB/kayaking, with some sailing sessions at Island Barn and honed our navigation skills when in Zoom mode - which will be tested with our second DoE expedition departing mid December, which will be a hike! Our first DoE expedition for this period was completed in Norge (Our Home Counties Gig) and we look forward to seeing our members achieve their Bronze awards soon. Next Gold!
Congratulations to Hannah, Daniel, and Edward who recently completed their Bronze DoE awards.
The highlight has to be our sorely missed fantastic summer camp, which this year was at Cleavel Point in Poole Harbour overlooking Brownsea Island. The Unit had a great week and it really was good to get away and back to what we do best!
Sadly, this year’s Great River Race was cancelled again due to COVID. Fingers crossed it will be back in 2022. Looking forward to the New Year we have the District Winter Activity Weekend, which takes place in the Peak District and we will be travelling via our own mini-bus.
I also encourage every member to keep an eye out for 2022’s STV (Sail Training Voyages) aboard one of the Rona Sailing Projects' purpose-built sail training yachts. I enjoyed these when I was a Venture scout and thoroughly recommend the project. STV’s also count towards your Gold DoE Residential element so get booking! Lastly I’d like to thank my team; Jan, Diane, Sergio, Alex, Dane, and Jamie who have made Scouting happen for these amazing young men and women.
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## **OUR FLEET**
As you might expect, we have had little change in our fleet again this year.
This year we have repaired an repainted 3 of our scout class rowing dinghies, with the 4[th] in progress, carried out running repairs across our sailing fleet and completed a major overhaul of the console of Stokes our primary safety & training boat.
We do as always need much more help with boat maintenance so if you are able to lend a hand, or know someone who could be interested, please do let me know.
## **WATER ACTIVITIES TRAINING**
Ajax and Warspite continue jointly to operate a Royal Yachting Association ‘Recognised Training Centre’ (RTC) at Thames Ditton.
Unfortunately, again our usual season of boating has been limited this year due to COVID. We are hopeful of returning to a full season next year.
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## **ISLAND BARN**
Island Barn, a reservoir in West Molesey, continues to be a key base for our local sailing activities. It provides a great venue for the more advanced sailing (e.g. spinnaker work) that we deliver for the older Scouts and in the Explorer section.
As with all boating, we’ve not had many opportunities to get out on the water there this year as the complications of sailing and social distancing have been an issue. However we managed a number of Explorer musters up there as well as a couple of troop sailing sessions.
## **RONA SAILING PROJECT**
(For young people aged over 14)
Rona Sailing Project www.ronasailingproject.org.uk is a registered charity which provides affordable sail training on purpose-built yachts. Their stated aim is to provide opportunities for young people to develop a sense of responsibility, resourcefulness and teamwork which will help them throughout their lives. Anyone over the age of 14 can apply for a place and we strongly recommend all Ajaccios to do so. In fact a number of the volunteer skippers and mates at RSP are Old Ajaccios!
Due to COVID the RSP programme was severely limited last year, they are starting to operate again and we hope to be able to send explorers next year.
## **DUKE of EDINBUGH AWARDS**
(For young people aged over 14)
The D of E programme continues to grow in popularity with the Scouts and with the Explorers. Like everything else this has mostly been put on hold this year and the proposed expeditions also on hold.
There are plans for a return to exhibitions in the near future, fingers crossed.
## **ROYAL NAVY RECOGNITION**
Ajax is one of just 105 Sea Scout Groups in the UK to be officially recognised by the Royal Navy and we have held this recognition continuously from the inception of the Group. Beyond the prestige of RN recognition, there are a number of tangible benefits including access to grant aid.
Following a relaunch of the scheme two years ago, all RN Recognised Groups are now affiliated with a local RN Unit. Together with nine other Groups in the London area, we are affiliated with the London University Royal Naval Unit under the command of Lt Toby Milligan.
To maintain RN recognition, all Groups are regularly reviewed to ensure the required standards are maintained. As mentioned previously, we had our review this year and passed with flying colours.
## **THANKS**
A big thank you to all who have contributed to the success of the Group over what was another challenging but successful year.
I am very much looking forwards to a return to normal Scouting (and life!) and getting back out to do what we do best.
## **Chris West GROUP SCOUT LEADER**
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## **Brenda Mary Sharman - 1921-2021**
Brenda Sharman passed away on 11[th] April 2021, only four months short of her 100[th] birthday. Brenda was a much loved and respected Vice President of Ajax and the wife of Roy ‘Chiefy’ Sharman, Ajax Group Scout Leader 1948 to 1988. Brenda was always supportive of Chiefy’s role in the Group and of the valuable time that he spent on all matters Ajax. In her later years it was always a pleasure to visit her as she loved reminiscing about the many past activities in which she was involved. “Lovely memories” she would often say. Brenda and Chiefy had three children, Jill, Richard and Joy and the following obituary is written by her elder daughter, Jill.
_There are a number of golden threads that weave through the rich tapestry of our mum’s life. The first of these is love of family. Mum was the third of four children of Arthur and Dora Jones and although times were hard, in the 20’s and 30’s she always spoke of how happy her childhood had been and how much fun she and her brothers had._
_Our mum met and married sub/lieutenant Roy Sharman in 1944 and they remained together for more than 60 years. When we 3 came along they put all their energies into giving us an equally happy childhood. E.g. arranging annual holidays by the sea, no easy feat with three children, lots of suitcases and no car! Mum was so proud of her growing family especially with the arrival of her beloved grandchildren, Adam & Rosie, and her precious great grandsons Finley and Laurence. The total delight on her face when she was able to hold and hug both boys when they came over from New Zealand, was wonderful to see. Mum was also proud of her niece and nephew, great niece and nephews and great, great nephew and nieces being so pleased to welcome baby Violet in March. She loved catching up with their achievements via her Saturday morning gossip Club with her sister-in - law June._
_Another of the threads has been her Christian faith. While a member of the Christ Church Women’s Own she went to one of the first Billy Graham rallies in London and during the singing of Blessed Assurance she stood up and made a public declaration of her faith. She told me “it changed my life”. Our mum however never preached about her faith to others but she lived it for the rest of her life through her love, care and compassion. So many of the cards we received highlight how kind and caring our mum was from helping a former neighbour look for a child who had run off to sitting, chatting over a cup of tea with a neighbour at Calverley Court who couldn’t leave her flat. The list is endless._
_Education in its widest sense provides another thread. She enjoyed her formal learning at Wimbledon County Girl’s School leaving with a matriculation certificate of credits in every subject which enabled her to take courses in Bookkeeping and Commerce at the local Pitman’s College. Our mum enthusiastically took Adult education classes every year e.g. Upholstery Yoga, Studies of Pompeii. One year she enrolled on Car Maintenance for women and when asked why she said she thought it would be interesting! Our mum had an incredible memory and encyclopaedic general knowledge which made her a demon scrabble player and general knowledge quizzer. Her thirst for, and interest in, knowledge never dimmed. Just before last Christmas, on a Skype call, she asked to speak with Paul because she wanted to ask him some questions about the Hubble Telescope which she had seen on the TV the night before._
_Social activities and positive engagement with others also run through mum’s life. Before joining the WRNS she had been an assistant Cub Leader in Wimbledon attaining her warrant and leading lots of outdoor activities – a connection that continued with dad’s involvement with Sea Scouting. Our mum was always very proud to be one of Ajax Sea Scouts Honorary Vice-Presidents and eagerly looked forward to their annual reports. Our mum also belonged to The Townswomen’s Guild for 25 years, taking on the roles of secretary, Chair and National Delegate. Her membership gave her lifelong friends – all the photos of trips, summer schools and holidays show her smiling and happy in their company. She so liked to chat and laugh._
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_The last thread is courage and fortitude - our mum was a very brave person throughout her life. As a young woman she joined the WRNS as a radio mechanic when this county’s future was very uncertain. She was very proud of her service career and even more proud when her war service medal arrived 70 years after the war. It was also brave to marry a naval officer who was being sent out to the war in the Pacific without knowing if he would return. She displayed great fortitude when she visited dad daily in hospital for nearly a year, driving herself there despite being over 80. Equally it took courage to move from her home of 40 years after Dad died and settle into a new life at Calverley court. Aged 95 she bravely went to Speirs House for 6 weeks respite care and liked it so much she decided to become a permanent resident, enthusiastically joining in all the activities. She was never afraid to try something new – learning to take Skype Selfies with her beloved granddaughter Rosie just a few weeks before her death._
_Our mum had a great zest and joy for life and the most amazing capacity to touch and impact the lives of others whatever their age. Even strangers such as the hospital staff who treated her in the last week of her life said ‘She was simply unforgettable’_
_We all love you very much and as someone who loved the sea. We say to you “God Speed, Fair Wind and Following Seas”_
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## **1[st] September 2021 4[th] Thames Ditton ‘Ajax’ Sea Scouts**
In common with all Scout groups, the 4[th] Thames Ditton ‘Ajax’ Sea Scouts (“the Group” or “the Charity”) is a charity established under the Royal Charter granted to The Scout Association dated 4[th] January 1912 as amended by supplemental charters dated 28[th] March 1949, 18[th] February 1959, 5[th] May 1967 and 19[th] July 1991. Trustees are appointed in accordance with the Policy, Organisation and Rules of the Scout Association.
## **Group Information as of 31[st] March 2021**
Charity Registration Number:
303764
Scout Association Registration Number: Honorary President: Honorary Vice Presidents:
25880
Mrs Marguerite Rollason MBE
Mrs Janet Barber Mrs Doreen Neal
Trustees Ex-Officio: Group Scout Leader Assistant Group Scout Leader Explorer Sea Scout Leader Cub Scout Leader Beaver Scout Leader
Chris West Peter Wadsworth Nick Barber Ruth Mortby Peter Stephens
Trustees Nominated: Group Chair Group Vice-Chair Group Advisers
Supporters Trustees Elected: Group Treasurer Group Secretary Beaver Scout Parent Beaver Scout Parent Cub Scout Parent Sea Scout Parent Sea Scout Parent Sea Scout Parent Explorer Sea Scout Parent
Andrew Roberts Peter Carrow George Barber Mark Faulkner Mark Marriott Raymond Mears
Peter Drysdale _(co-opted 03/02/20)_
Kate Ashley Mark Dence Heather Ryder Andrew Rowan Misia Collins Adrian Smith Chris Eyssell Peter Lloyd-Jones
Custodian Trustees: Independent Examiner: Contact Name and Address:
The Scout Trust Corporation
Barry Hitchens
Chris West 4 Hartford Road Epsom KT19 9JD
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## **Trustees Report**
The Trustees present their report and the financial statements for the 4[th] Thames Ditton ‘Ajax’ Sea Scout Group for the year ended 31[st] March 2021.
## **Responsibilities of the Trustees**
Charity law requires the Trustees to keep accounting records and prepare annual statements of account for the Charity which must be audited or independently examined and provided to the Charity Commission. In preparing the annual statement of accounts the Trustees are required to:
- Select suitable accounting policies and apply them consistently;
- Make judgements and estimates that are reasonable and prudent;
- Comply with applicable accounting standards subject to any material departures disclosed and explained in the annual statement of accounts; and
- Prepare the annual statement of accounts on a going concern basis unless it is inappropriate to assume the Charity will continue its operations.
The Trustees are responsible for keeping proper accounting records which disclose with reasonable accuracy at any time the financial position of the Charity and are responsible for safeguarding its assets and hence taking reasonable steps for the prevention and detection of fraud and other irregularities.
## **Review of Activity of the Charity**
The Group currently has an active Beaver Scout Colony, Cub Scout Pack and Sea Scout Troop and a partnership agreement with the Ajax Explorer Sea Scout Unit. Key details of each Section are as follows:
- The Beaver Colony is for boys and girls aged 6 to 8 years. The Colony meets once a week and as at 31[st] of March 2021 has 20 members (2020: 21).
- The Cub Scout Pack is for boys and girls aged 8 to 10 ½ years. The Pack meets once a week and as at 31[st] of March 2021 has 29 members (2020: 38).
- The Sea Scout Troop is for boys and girls aged 10 ½ to 14. The Troop normally meets twice a week and as at 31[st] of March 2021 has 48 members (2020: 40).
- The Explorer Sea Scout Unit is for boys and girls aged 14 ½ to 18. The Unit normally meets once a week and as at 31[st] of March 2021 has 22 members (2020: 26)
All Sections have continued to work in accordance with the progressive training scheme as laid down by the Scout Association.
The Group has continued to operate a Royal Yachting Association Training Centre based at the Water Activities Centre and operated jointly with Warspite Sea Scouts. The RYA Centre’s Principal is supported by a team of RYA Instructors with qualifications covering sailing, power boating, VHF communications and first aid.
The Group is one of just 105 Sea Scout Groups in the United Kingdom recognised by the Royal Navy. This prestigious and beneficial recognition is subject to a rigorous regular review.
## **Reserves**
The Trustees have adopted a formal policy on reserves which is reflected in these accounts. The policy provides that reserves be maintained at a level which has regard to:
- The risks associated with each stream of income and expenditure varying from that budgeted
- The planned activity level
- The Group’s commitments
- The need for adequate readily realisable resources to meet the Group’s commitments (after subscriptions and camp fees) for the coming twelve-month period.
Readily realisable resources are defined as the balances at the bank less current liabilities and the balance on designated funds for WAC building development.
The level of reserves available at 31[st] March 2021 under the policy is £19,163 (2019: £27,602) against reserves required of £30,000.
## **Investment Policy**
The Group does not have sufficient funds to invest in longer term investments. All funds are held in cash or "at call" short term investment with The Scout Association, Skipton Building Society and Cambridge & Counties Bank.
## **Governance**
The Group's governing documents are those of The Scout Association. They consist of a Royal Charter, The By-Laws of the Association and The Policy, Organisation and Rules of The Scout Association.
The Group is a trust established under rules which are common to all Scout Groups.
The Trustees are appointed in accordance with The Policy, Organisation and Rules of The Scout Association.
The Group is managed by an Executive Committee made up of all the Charity's Trustees. As charity trustees, they are responsible for complying with legislation applicable to charities. This includes the registration, keeping of proper accounts and making of appropriate returns to the Charity Commission.
The Group Executive Committee consists of independent representatives comprising Chairman, Treasurer, Secretary and parent representatives of each Section together with the Group Scout Leader, Assistant Group Scout Leaders and the Leaders of each Section. The Committee normally meets five times per year.
The Committee exists to support the Group Scout Leader in meeting the responsibilities of the Group and is responsible for:
- The maintenance of Group property;
- The raising of funds and the administration of the Group finance;
- The insurance of persons, property and equipment;
- Group public occasions;
- Assisting in the recruitment of leaders and other adult support;
- Appointing advisors other than those who are elected.
## **Risk Assessment**
The Committee has identified the major risks to which they believe the Group is exposed. These have been reviewed and systems established to mitigate against them as follows:
_Damage to buildings and equipment:_ The Group would request the use of buildings and equipment from neighbouring organisations. The Group has sufficient buildings and contents insurance in place to mitigate against permanent loss.
_Injury to leaders, members and helpers_ : The Group, through the capitation fees, contributes to The Scout Association's national accident insurance policy. Risk Assessments are undertaken before all activities.
_Reduced income from fund raising:_ The Group is primarily reliant upon income from subscriptions and fund raising. The Group does hold a reserve to ensure the continuity of activities should there be a major reduction in income. The Committee could increase the level of subscriptions to increase the income to the Group either temporarily or permanently.
_Reduction or loss of members:_ The Group provides activities for young people aged 6 to 18. If there were a reduction in membership of a particular section or of the Group as a whole then there would have to be a contraction, consolidation or closure of a Section, or in the worst case scenario, the complete closure of the Group.
_Reduction or loss of leaders:_ The Group is totally reliant upon volunteers to run and administer the activities of the Group. If there were 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, or in the worst case scenario, the complete closure of the Group.
The Group requires two signatories for all payments to provide reasonable assurance against material mismanagement or loss of money and holds comprehensive insurance policies to ensure that insurable risks are covered.
## **Group Objectives**
The aim of the Group 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 community. The method of achieving this aim is by providing an enjoyable and attractive scheme of progressive training, based on the Scout Promise and Law and guided by trained adult leadership.
## **Independent Examiner’s Report to the Trustees of the 4[th] Thames Ditton ‘Ajax’ Sea Scouts**
## **Annual Financial Report 2020 – 21 Prepared by Peter Drysdale, Group Treasurer**
Ajax remains in good financial health. Covid meant that 2021 was not a normal year.
## Operating Highlights
Note that these highlights don’t add up completely because they are just the big numbers and they differ from the formal accounts which are in a prescribed form and include accruals.
In round numbers, cash in the bank stands at £98,500 which is a reduction over the year of £9,000. This is almost entirely due to expenditure on the fencing and concreting the additional land that resulted from the re-fencing.
Income from subscriptions including gift aid remained pretty much the same at around £24,000. Donations (£1,500) were down by £1000, but we received a Covid grant of £10,000 so that overall our operating income, at £35,000, increased by £8,500 Our operating costs, at £22,500, reduced by £8,500 due to reduced expenditure on general maintenance, section costs and training offset slightly by increased expenditure on fixed overheads.
Fund raising was a total wipe out resulting in zero cash income compared with £12,000 in 2020
Activities – camps etc – are largely self-funding so the few activities that did take place had little effect on cash.
Overall the net operating cash inflow of £10,800 was an increase of £8,000 on 2020
## Capital Expenditure
There was however total capital expenditure of £20,000 (£34,000 in 2020). This was spent on:
Completing the WAC upgrade £13,000 Fencing £26,000 Concreting £6,000 Lighting £2,000 Offset by: Elmbridge CIL Grant £13,000 for WAC upgrade Elmbridge CIL Grant £13,000 for fencing Warspite contribution £3,000 for the fencing In addition: 8 person paddle board £700
## Reserves
We have kept the general reserve of £19,000 which is slightly less than 1 years’ operating costs
The remaining £80,000 is earmarked mainly for building development but also replacement of tents and boats
Most of the building work will be upgrading the car park opposite the WAC together with fire alarms and new doors for the WAC itself and sundry other improvements including outside lighting.
## Expenses Card
This year we have introduced an expenses card (Soldo) to reduce the amount of expenses paid for and reclaimed by individuals. The amount of cash held on the card is limited both to protect against theft and to ensure that large expenditure is pre-approved.
## Change of Accounting Policy
This arises from recognizing that we are a cash-based organisation. The financial report demonstrates that reconciling cash flow to the formal accounts can be difficult – the numbers just don’t match.
The accounting policies from 2021 will change from a strict accrual basis to a cashbased basis with some specific accruals, which it is felt will give a truer and fairer view.
The trustees take the view that the charity is essentially cash based. It does not give credit nor, with one minor exception, does it take credit. It has no loans and does not operate a bank overdraft. The regular cash inflows and outflows are stable and predictable. Therefore, a cash based Income and Expenditure account will be more accurate in explaining the movements in cash from one year to the next rather than accruing / deferring regular cost / income which technically relates to a different period from that in which the income was received or the expenditure paid.
The specific accruals relate to fundraising and activities. These are significant events involving large sums of money both in and out. Some of the fundraising income and some of the activity costs in the shape of deposits are received / incurred in the period prior to that in which the event takes place. These are accrued and recognised in the period of the event since not to do so would be materially misleading.
## **Notes to the financial statements 31 March 2021**
## 1 Basis of preparation of accounts
## 1.1 Basis of accounting
These accounts have been prepared under the historical cost convention with items recognised at cost or transaction value unless otherwise stated in the relevant note(s) to these accounts. The accounts have been prepared in accordance with the Statement of Recommended Practice: Accounting and Reporting by Charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) issued on 16 July 2014 and with the Financial Reporting Standard applicable in the United Kingdom and Republic of Ireland (FRS 102). The charity constitutes a public benefit entity as defined by FRS 102.
## 1.2 Going Concern
The Trustees consider that there are no material uncertainties about the charity’s ability to continue as a going concern.
## 2. Accounting Policies
## 2.1 Income recognition
All regularly recurring income is recognised in the period in which it is received. This applies to Subscriptions, Gift Aid on subscriptions and Investment Income.
Donations are recognised once received. In the event that a donation is subject to conditions that require a level of performance before the Charity is entitled to the funds, the income is deferred and not recognised until either those conditions are fully met, or the fulfilment of those conditions is wholly within the control of the Charity and it is probable that those conditions will be fulfilled in the reporting period.
Any Gift Aid amount recovered on a donation is considered to be part of that gift and is treated as an addition to the same fund as the initial donation unless the donor or the terms of the appeal have specified otherwise. It is recognised in the period in which it is received.
All other income is recognised once the Charity has received it.
The exception is that offsetting grants will be recognised in the period in which the associated costs are incurred provided that entitlement to the income, the probability that the income will be received and the amount of income receivable can be measured reliably
Income from Fundraising and Activities is recognised in the period in which the fundraising event or activity takes place. Deposits received in prior periods will be deferred until the period in which the activity takes place.
Note that there were no fundraising events in the period due to Covid. There were also no major camps for the same reason.
## 2.2 Expenditure and liabilities
A liability exists where there is a legal or constructive obligation committing the Charity to that expenditure, it is probable that settlement will be required and the amount of the obligation can be measured reliably. All such liabilities will ordinarily be discharged as soon as possible. Only material liabilities not discharged by the end of the period will be accrued.
Some annual costs eg Insurance, Subscriptions, Rent and other similar dues which extend beyond the current period and which on a strict accruals basis would ordinarily be accrued, will be recognised in full in the period in which they are paid. All expenses including support costs and governance costs are allocated or apportioned to the applicable expenditure headings.
The classification between headings is as follows:
- Expenditure on fundraising includes all expenditure associated with raising funds for the charity.
- Expenditure on charitable activities of the Group includes all costs associated with furthering the charitable purposes of the Group through the provision of its charitable activities.
All expenditure on fundraising events or activities is recognised in the period in which the fundraising event or activity occurs.
Materiality: Accruals of expenditure other than that for Fundraising or Activities will be made where they exceed £500 individually or £1000 in total.
## 3 Assets
The lease and building are held by The Scout Association Trust Corporation on Behalf of 1st Cuddington “Warspite” and 4th Thames Ditton “Ajax” Sea Scout Groups. Ground rent is reviewed by Elmbridge Borough Council every seven years based on Retail Price Index since the last review. The current ground rent is £76 per annum, and the next review is due in 2022. The lease expires in 2080. As the lease cannot be assigned or transferred and does not permit subletting it is not considered to have any market value. There is a legal agreement between the two Groups for a Joint Liaison Committee meeting to take place at intervals of not exceeding six months to review matters of mutual interest
## 4 Funds
Unrestricted General Funds are available for use at the discretion of the Trustees in furtherance of the general objectives of the Charity.
Designated Funds are funds set aside out of unrestricted General Funds for specific purposes or projects. Restricted Funds are funds subject to specific restrictive conditions imposed by the donors or by the purpose of the appeal. Ajax Sea Scouts does not hold any restricted funds.
## 5 Insurance Policies
The WAC building is insured for reinstatement cost of £776,000. Contents at £76,000 and the boats at £103,000.
## **Income & Expenditure 2020 - 2021**
||Notes
2021
2020
**Income from**
Donations, Legacies. Subscriptions and similar income
1
57,835
41,581
Camp fees
1,406
39,793
Other activities in furtherance of the Charities objects
119
0
Fundraising
0
25,182
Investment Income
185
2,170|
|---|---|
||**Total**
59,545
108,726
**Expenditure on:**
Fundraising Costs
0
13,400
Expenses of the activities by the Group
80,504
116,000|
||**Total**
80,504
129,400|
||Net Income
(20,959)
(20,674)|
||**Balance Sheet**
Notes
2021
2020
Reconciliation of Funds
Total Funds Brought Forward
123,684
144,358|
||**Total Funds Carried Forward**
102,725
123,684|
## **Current Assets**
|Cash at bank and in hand
2
Debtors and prepayments
3
Creditors: Amounts falling due within one year
**Net Assets**
**Represented by:**
Designated Funds
5
Unrestricted Funds|98,766
107,581
3,960
30,096
0
13,992|
|---|---|
||102,726
123,685|
||83,563
104,165
19,163
19,519|
||102,726
123,684|
## Notes to the Accounts
|1
2|2021
2020
**Analysis of Donations etc**
Subscriptions
20,430
22,812
Donations and Legacies
1,405
2,985
Grants
26000
15,784
Covid Grant
10,000
**Total**
57,835
41,581|
|---|---|
||**Analysis of Cash at Bank and in**
**hand**
2021
2,020
Cambridge & Counties
53,542
53,475
Skipton
25,813
25,739
Scout Assn
134
14,591|
||**Total Investment**
79,489
93,805
Cash in Hand
0
816
**HSBC**
Subs
9,534
288
Camp
508
383
Bmm
6,940
10,660
Main
1,215
1,629
Nr 3
100
0
Soldo (Expenses card)
980
0|
||**Total Current Accounts**
19,277
13,776
**Total**
98,766
107,581|
|3
4
5|**Analysis**
**of**
**Debtors**
**and**
**Prepayments**
Sundry Debtors
Gift Aid Receivable
Prepayments Other
Prepayments - Capitalisation
Prepayment - Cobnor|2021
2,020
0
13,315
0
3,572
0
7,702
0
5,507
3,960
0
**3,960**
**30,096**
2021
2,020
0
210
0
12,601
0
1,181
**0**
**13,992**
Op
Balance
Income
Expendure
Cl Bal|
|---|---|---|
||**Total**||
||**Analysis of Creditors**
Deferred Income Subscriptions
Expense Accrual
Sundry Creditors||
||**Total**||
||**Designated Funds**
Building Development
Canoe
Small Craft
Tentage
HQ Security
National Regatta||
|||91,500
26,000
(45,180)
72,320
500
500
2,508
(832)
1,676
2,500
(590)
1,910
2,500
2,500
4,657
4,657
104,165
26,000
(46,602)
83,563|
||**Total**||
## **Restated Comparatives**
These are the original 2020 accounts together with the restated accounts under the new policy.
**----- Start of picture text -----**
Summary Balance Sheet Original Restated Change
Cash - Current 13,775 13,775 0
Cash - Investment 93,806 92,932 (874)
Debtors 30,096 28,478 (1,617)
Liabilities (13,917) (13,917) 0
Reserves (144,359) (144,359) 0
BS (20,598) (23,090) (2,491)
Expense 129,400 132,066 2,666
Income (108,801) (108,976) (175)
I&E 20,598 23,090 2,491
**----- End of picture text -----**
There will however be a significant impact on the bottom line of the 2021 accounts as a one off transition from one policy to another as follows:
|Gift Aid|||4,930|Gift Aid 2021 received post year end not accrued|
|---|---|---|---|---|
|Capitation|||6,236|Paid 2021 relates to 2022 not deferred|
|Insurance,||||Reversed accrual for Insurance etc paid in 2020 but|
|Subscriptions||etc|3,742|partially covering 2021|
|Net
due|to|
policy|||
|change|||14,908||
## Ajax Sea Scout Group and Explorer Sea Scout Unit
## KEY CONTACTS
Group Scout Leader Chris West 07967 806818 gsl@ajax.org.uk Asst. Group Scout Leader Peter Wadsworth 07527 554029 peter@ajax.org.uk Beaver Colony Lydia Thomas beavers@ajax.org.uk Cub Pack Ruth Mortby 07941 206568 cubs@ajax.org.uk Sea Scout Troop Diane Davison 07814 131377 troop@ajax.org.uk Explorer Sea Scout Unit Nick Barber 07981 037052 explorers@ajax.org.uk Group Chair Andrew Roberts 020 8786 6882 chairman@ajax.org.uk Group Secretary Tina Chale secretary@ajax.org.uk Group Treasurer Peter Drysdale treasurer@ajax.org.uk
For more information about this report or membership of Ajax contact:
Chris West
Email: gsl@ajax.org.uk
Ajax Sea Scout Group and Explorer Sea Scout Unit The Chiefy Sharman Water Activities Centre 19a Ditton Reach Thames Ditton Surrey KT7 0XB
(No facility to receive mail at this address)
Telephone: 020 8398 4777
Website: www.ajax.org.uk
**----- Start of picture text -----**
Ajax Sea Scouts is a Registered Charity No: 303764
**----- End of picture text -----**