2025-03-31-accounts

18[th] Epping Forest South Scout Group Annual General Meeting

Saturday 21[st] June 2025

18[th] Epping Forest South Scout Group Group Awards Presentation & Annual General Meeting

Saturday 21[st] June 2025 AGENDA

1. Welcome by the Group Chairman – Mr Paul Plane.

2. Apologies for Absence.

3. Approval of the minutes of the last AGM (circulated).

4. Group reports with comments by the Group Lead Volunteer.

5. Financial report with comments by the Group Treasurer.

6. Appointment of Group Trustee Board members:

Group Chairman – David Matson Group Secretary - Jo Bleasdale Group Treasurer - Steve Ladle Board Member - Bevan Blair Board Member - Rob Handworker Board Member - Gary Tong Board Member - Fergus Leonce Board Member - Laura Joiner Board Member - Magnus Dimming Board Member - Chris Morgan Board Member - Kerry Oliver Board Member - Julie Richardson

1. Presentation of Awards to Beavers, Cubs and Scouts.

2. Chairman’s closing remarks.

18th Epping Forest Scout Group Minutes of the Group AGM Held on Sunday 19 May 2024 at the Rovsco Hall

1. Welcome by the Chairman – Mr Paul Plane

The Chairman welcomed members of the Group, Parents and our District/County Commissioner, Colin Wreyford.

Paul explained the changes to how we are governed and the practical approach that we are taking to the new requirements on how Trustee Boards are run.

2. Apologies for Absence

Chris Morgan and Helen Gillman.

1. Approval of the minutes of the last AGM (circulated)

The 2023 AGM minutes were accepted and approved unanimously.

1. Group Reports with comments by the Group Scout Leader

Group Scout Leader, David Matson, confirmed it’s been a good year across all sections. All performed well and have delivered an excellent and exciting programme. All sections are at capacity with waiting lists. The real highlight has been the additions to our leadership group – welcome to Kate and Katia. We now have a ten-strong leadership team including four females.

The involvement of young leaders is much appreciated, and David highlighted how we are keen to recruit more for our next generation of young leaders.

A full activity report in included in the AGM pack, however highlights included:

Beavers – cooking badge with ‘armpit fudge’ recipe. Celebrated Chinese NY. Fire station visit. Circus skills.

Cubs – Gang show for Entertainer badge. And the Cub leaders were commended to have run three camps.

Scouts – new badges of chefs and environmental, a City of London Sherlock Holmes tour plus a Scout camp.

David concluded with a final call for leader volunteers and iterated it doesn’t need to be a weekly commitment.

1. Financial Report with comments by the Treasurer

Our Group Treasurer, Steve Ladle, confirmed that the detail is in the AGM pack. We continue to be in a good financial position and have held our subscriptions at the same level for 12 years.

We have been building a minibus fund as we’ve decided to keep the current bus going, despite not being ULEZ compliant. The funds are now invested in a Bond which will be reviewed annually.

A number of events have been subsidised for all sections to keep costs down for parents/carers.

Steve asked parents/carers to sign up for Gift Aid. This is usually quite high but numbers have been dropping. Steve will send out reminder comms and asks everyone to do that, as useful funding from the Government.

6. Appointment of Group Trustee Board members:

Paul asked Group Scout Council (GSC) to approve all members of the Trustee Board listed below, which they did. The below members are confirmed to serve a one-year term for 2024/5.

Group Chairman - Paul Plane Group Secretary – Jo Bleasdale Group Treasurer – Steve Ladle Board member – Bevan Blair Board member – Rob Handworker Board member – Gary Tong Board member – Fergus Leonce Board member – Laura Joiner Board member – Magnus Dimming Board member – Chris Morgan Board member – Kerry Oliver Board member – Julie Richardson.

Paul asked for volunteers for the Social Committee sub-Committee and outlined the importance of these roles to make any social activity happen.

1. Presentation of Awards to Beavers, Cubs and Scouts.

The section awards were given out.

Special awards for Beaver of the year (George.D), Cub of the year (Charlie.D) and Scout of the year (Zino).

Colin awarded a Beaver Chief Scout Award for George.D.

Colin awarded a Cub Chief Scout Award for Charlie.D and Anna.L).

Colin was invited to say a few words. He gave thanks to the parents/carers being here to support, and echoed David’s comments on needing volunteers and the flexibility of the commitment. He also gave thanks to the leaders and the Trustee Board.

Colin shared that in February he awarded Chief Scouts Commendations to leaders and also a Medal of Merit to Steve.

1. Chairman’s closing remarks.

Paul reiterated the appeal for volunteers (leaders and Social Committee) and gave thanks to the leaders.

And that everyone should look out for the date to decorate the Brian Gillman Hall as volunteers will be needed.

18[th] Epping Forest South Scout Group TRUSTEES’ ANNUAL REPORT Year ended 31st March 2025

The Trustees present the report and accounts for the year ended 31st March 2025.

The 18[th] Epping Forest South Scout Group is a registered charity, number 303802.

Objectives and Activities

The Group is part of the Scout Association set up by Royal Charter in 1912. The objects of the Scout movement are the promotion and development of young people in achievement of their physical, intellectual, social and spiritual potential as individuals, as responsible citizens and members of their local, national and international communities. As such, the Group is managed and run under the terms of the Scout Association’s Policy, Organisation and Rules which provides appropriate guidance regarding safeguarding, risk management, volunteer management, complaints procedures and financial controls.

The Group provides a diverse range of educational, sporting and fun activities for its members that belong to the Beavers, Cubs and Scouts sections within the Group. In planning and carrying out these activities the Trustee Board kept in mind the Charity Commission’s guidance on public benefit at the regular trustee meetings.

Trustees

The charity is administered by the Trustee Board. One member is appointed ex officio i.e. The Group Lead Volunteer (GLV). The remaining Board members are elected by the Group’s members at the Annual General Meeting for an initial period of three years.

The Trustee Board for this year was comprised of:

Paul Plane	Chairman
Dave Matson	Group Lead Volunteer
Steve Ladle	Treasurer
Jo Bleasdale	Secretary
Bevan Blair	Board Member (Scout Leader)
Rob Handworker	Board Member (Cub Leader)
Gary Tong	Board Member (Beaver Leader)
Laura Joiner	Board Member
Fergus Leonce	Board Member
Magnus Dimming	Board Member
Chris Morgan	Board Member
Kerry Oliver	Board Member
Julie Richardson	Board Member

All of whom were appointed at the 2024 AGM for one year in anticipation of the introduction of new selection procedures being mandated by Scout Headquarters

Group Trustee Board

The Group Trustee Board exists to support the GLV in meeting the responsibilities of the Group and is responsible for:

The maintenance of Group property; The raising of funds and the administration of Group finance; The insurance of persons, property and equipment; Group public occasions; Assisting in the recruitment of leaders and other adult support; Appointing any sub-committees that may be required;

Reserves Policy

The Group's policy on reserves is to hold sufficient resources to continue the charitable activities of the group should income and fundraising activities fall short. The Group Trustee Board considers that the group should hold a sum equivalent to 6 months running costs, circa £9,000.

It also looks at major items which will need eventual replacement the most significant of which is the Minibus. To this end the Group is building up separate reserves such that when the Minibus is due for replacement there would be sufficient funds available to purchase a replacement thus avoiding the need for large scale fund raising projects in the future.

The Group also has an endowment which was bequeathed to it a number of years ago. Under the rules of the bequest the Group is not allowed to use the Capital, but instead should use any interest from the endowment on providing benefits for the Group’s youth members. The Group achieves this by using these funds to support additional activities at a subsidised cost. These funds, whilst included in the Group’s accounts, are managed separately by a group of three trustees including one independent of the Group.

Risk Management

The Trustee Board also considers the key risks which may affect its continued existence. These are considered to be the following:

1. Reduced income from fund raising. The Group is primarily reliant upon income from subscriptions and fundraising. The group does hold a reserve to ensure the continuity of activities should there be a major reduction in income. The Board could raise the value of subscriptions to increase the income to the group on an ongoing basis, either temporarily or permanently.

2. Reduction or loss of leaders. The group is totally reliant upon volunteers to run and administer the activities of the group. If there was a reduction in the number of leaders to an unacceptable level in a particular section or the group as a whole then there would have to be a contraction, consolidation or closure of a section. In the worst case scenario the complete closure of the Group.

3. Reduction or loss of members. The Group provides activities for all young people aged 6 to 14. If there was a reduction in membership in a particular section or the group as whole then there would have to be a contraction, consolidation or closure of a section. In the worst case scenario the complete closure of the Group.

Internal Control

The group has in place systems of internal controls that are designed to provide reasonable assurance against material mismanagement or loss, these include 2 signatories for all payments and comprehensive insurance policies to ensure that insurable risks are covered.

Public Benefit

The Group meets the Charity Commission's public benefit criteria under both the advancement of education and the advancement of citizenship or community development headings.

Summary of the main achievements of the year

Many activities have taken place over the past year. Please see the various section reports for details.

18[th] Epping Forest South Scout Group CHAIRMAN’S REPORT 2023/2024

Goodbye

This may be a strange way to start a report, but after over 35 years as Chairman of the 18[th] EFS, I have decided that it is time for me to make way for fresh blood and, perhaps, new ideas. It has been an interesting period of my life helping Scouts develop and educate children and, more importantly, enjoy themselves.

I first became involved when my son joined the 18[th] as one of the first Beaver colony in 1985, I think. He went through Beavers, Cubs, Scouts and Ventures (as Explorers were called then). Throughout this time, I helped at various camps and activities, was coopted on to the Executive Committee and was invited to be Chairman when my predecessor, Sid Nash, retired in 1989.

At the time, the 18[th] HQ was a classic Nissen hut complete with asbestos roof which was situated in the middle of what is now Foxdene Close! Thanks to previous volunteers, we had managed to buy the freehold for this, so were one of the few Groups that owned, rather than rented their premises. This led to one of the most interesting experiences of my time as Chairman.

When in the early 2000s we were visited by a developer who came to give us notice to quit, he had a bit of a shock. He thought he had bought the whole site! Once he realised that we were in his way, we came to an agreement that we would move to our current position to one side of the site and he would build us a new Hut and pay for everything including our professional fees and alternative accommodation. It all sounds so simple now, but there was a lot of work undertaken and it took three years from start to finish. However, it does mean that we have a solid foundation for the work that everybody involved in the 18[th] does for your children.

My son finished in Scouts a long time ago, but I have carried on regardless and I would like to thank everybody that has helped throughout my time as Chairman. You have all made it so much easier than it might have been. I hope and am sure that the 18[th] will go on from strength to strength.

Thanks

The scouting side of the Group has continued to provide exciting activities over the past year as usual. All of our sections have had good years and all are thriving with no room for new children. All our leaders have continued to provide a wide range of activities for the children, so I must thank the GLV David Matson, Beaver Leader Gary Tong and Assistant Leaders Andy Maguire and Adam Joiner, Cub Leader Rob Handworker and Assistant Cub Leaders Kate Bruce, Klaudia Olber and Adam Joiner and Scout Leader Bevan Blair and Assistant Scout Leaders Stephanie Ishalaiye and Rasangika Pelpola Adadekomo for all that they do. And, of course, we cannot forget the Young Leaders that have helped to support each section: (Cubs) Linh Lam, and Lucas Dimming. (Beavers) Sumedh Esari, Eleanor Watson and Lucas Saree who have been joined by former Scouts Willow and Alex..

The Group as a whole has continued to thrive with all sections full and waiting lists too. All members of the Trustee Board, principally our Secretary, Jo Bleasdale and Treasurer, Steve Ladle, continue to ensure the administrative and financial aspects of the Group are sound and can continue to support the activities that the Group provide for the children. My thanks to them and especially to all our section leaders and their assistants for all that they do for your children.

Supporting The Section Leaders

As you can see from the above, we now have several regular volunteers helping with each section. However, you will see from the Group Lead Volunteer’s report that we now have a need for extra help with the Scout section, so please give special consideration to this.

Like any Scout Group we always need help and support so I make no apology for repeating my appeal of previous years to everybody to think again about how you can contribute to the Group.

• Perhaps you can give more of your time to help at meetings.

• Perhaps you can help organise social/fundraising activities.

• Perhaps you can give a donation over and above the regular subscription.

• Perhaps you can provide practical help with the regular maintenance jobs in our headquarters.

Of the above suggestions, one will be particularly helpful: social/fundraising activities. This is an area where we have had little success in recent years and social events can be helpful in growing our sense of community.

I am sure that if you put your mind to it, there are many more ways that you can assist the Group and help to ensure that the 18[th] EFS can continue to provide fabulous activities for the children of Wanstead and Woodford for many years to come.

Remember that volunteers are the lifeblood of the Scouting movement and that we always need more!

Finally

It just remains for me to acknowledge the efforts of everybody in the Group. As long as I have been Chairman of the 18[th] EFS, I have known that I could rely on our superb Leaders to continue providing a variety of fun, exciting and challenging activities for your children and on our very active Trustee Board to continue the essential administration of the Group. Without this knowledge my job would have been almost impossible.

All the Leaders and the members of the Trustee Board give generously of their time, skills and talents for the benefit of your children and on your behalf, I thank them for their efforts.

And, on behalf of the Leaders and the Board, once again I plead with YOU to come and help whenever you can.

Paul Plane

Chairman 18th Epping Forest South Scout Group

18[th] Epping Forest South Scout Group GROUP LEAD VOLUNTEER’S REPORT 2024/2025

2025 will be a year of transition for the 18th EFS Group. Paul Plane, our Chair for over 35 years has announced that he is standing down to enjoy a well-earned retirement from Scouting. I have indicated my willingness to stand for election to fill the role of Chair. This will leave a vacancy for the role of Group Scout Leader (now renamed Group Lead Volunteer). We are in discussions to make an appointment and expect to be able to ensure a smooth transition.

Although Paul Plane will be missed most for his role of Chair, he also performed a very valuable role behind the scenes looking after the Scout Hut. Although I hope to be able to replace him effectively as Chair, managing buildings is not within my skill set. We will therefore be looking for a volunteer to step up to take responsibility for the Scout Hut.

The main focus this year has been Scouts. Bevan had to take a break from leading Scouts due to health issues. Rassi and Steff stepped up to run the troop and delivered an excellent program that has attracted several new joiners to the 18th. I am pleased to report that Bevan is recovering well and has announced his intention to return to lead Scouts in September 2025. This is timely as both Rassi and Steff are looking to stand down once replacements can be found. They have both done a great job and are to be congratulated. It does mean that one of the first tasks of the new Lead Volunteer is to find two enthusiastic and willing volunteers to be Assistant Scout Leaders. Volunteers needed please!

As a result of the leadership situation in Scouts, we took the decision to delay moving some of the older Cubs up to Scouts. This resulted in lower numbers in Scouts that made running Scouts easier. We are expecting 6 Cubs to move up to Scouts at the combined Cubs and Scout Camp this summer. In turn this will free up space in Cubs to allow Beavers to move up. We still have a large Waiting List so we should be able to fill any gaps.

January Census	2022	2023	2024	2025
Beavers	24	21	22	22
Cubs	32	29	26	28
Scouts	24	27	31	24
Young People	80	77	79	74
Adult Leaders	7	9	10	10
Young Leaders	4	5	6	6
Group Total	91	91	95	90

The number of Adult Leaders remained at 10; however, this disguises the (hopefully temporary) departure of Ian Balboa and the inclusion of Adam Joiner as an Adult Leader as he has now turned 18. I would like to single him out for special praise as he has been extremely helpful to all the sections.

The number of Young Leaders has remained at 6. Ideally, we would like to increase this number. Taking on a role as a Young Leader is good both for the sections and for the Young Leaders. They benefit from increasing their maturity, learning new skills as well as qualifying for the appropriate section of the Duke of Edinburgh Award.

A big thanks should be given to all the Leaders, Young and Adult, who have made the year a success.

David Matson Group Scout Leader / Group Lead Volunteer [e-mail]

18[th] Epping Forest South Scout Group TREASURER’S REPORT 2024/2025

a

llll

Notes to the Accounts for the financial year ending 31st March 2025

These accounts are prepared in accordance with the applicable accounting standards and the Statement of Recommended Practice (SORP).

Financially the group continues to be strong and as a result the Executive have again agreed that no increase in Subscription rates is required.

The interest from the Bond was again kept in the Bond rather than taking it into the working funds. This is something we review each year.

The end of year position is a bit misleading as the District didn’t send out the Annual Capitation invoice (circa £3,800) until after our year end closed which improved our surplus of Income over Expense. Next year however, we will have to pay 2 Capitation payments – one for 2024/25 and one for 2025/26.

Income and Expense - significant points

NCT usage continued to reduce in terms of the number of bookings. As in the previous year, we did supplement this with the Tuesday evening rent, the parking space rent and the income from the Solar Panels under the Government Feed in Tariff scheme. We also continued to subsidise some events for Beavers, Cubs and Scouts whilst our overall income was relatively healthy. Utilities costs again fell slightly particularly re our electricity costs.

The Gift Aid rebate in the accounts was slightly down at £1,499 versus £1,631 in the previous year despite overall subscription income being steady. The reason for this was a reduction in the number of parents agreeing to sign up to the Gift Aid scheme and is something we intend to focus on this year to see if we can increase the take up back to previous levels as it does help to keep our subscriptions down. Other income and expense categories were generally in line with the previous year.

Subscriptions

These have been held at the same level (£30 per term for Beavers and £35 per term for Cubs and Scouts). They were last increased in 2011. If subs had been raised in line with inflation Beavers, Cubs/Scouts would be around £45 and £52 per term respectively.

Maintenance

Expenditure on HQ maintenance was again a bit lower although we did have a very successful weekend when we had a large number of helpers to repaint the main areas.

Bonds

The main Endowment bond was reinvested back in October 2024 for a further 2 years. It is now split into 2 funds for accounting classification. The first fund is the restricted amount of £88,000 which cannot be used. The second fund is the interest that has built up over the years and now stands at £24,474 with further interest due in October 2025 of around £5,300. How this will be reinvested will be decided nearer the time.

Minibus Fund

This has been renamed the Ex Minibus Bond and is now an unrestricted fund which was reinvested in October 2024. We will probably reinvest this again in October 2025 when the fund total should be around £49,500.

Steve Ladle

Group Treasurer, 18th Epping Forest South Scout Group

Scouts Report 2024/2025

When we started the year in September 2024, our troop comprised 22 scouts. Throughout the year, we have seen some scouts advance to Explorer units, transfer to other groups, or depart, allowing us to welcome new recruits transitioning from Cub Scouting. As a result, our troop size has remained relatively stable, with an average attendance ranging from 16 to 20 scouts per meeting.

Please note that our facility's size imposes certain limitations on troop capacity. Our ideal maximum is 28 scouts, organized into four patrols of seven members each, although previous meetings have occasionally exceeded this number. Currently, we have 20 scouts registered, with a few expected to leave during the summer months.

Bevan Blair is our designated leader; however, due to health considerations, he is currently unavailable and is expected to resume his leadership responsibilities in September 2025. Our leadership team has maintained stability through the dedicated efforts of Assistant Leaders Stephanie (Steph) Ishalaiye and Rasangika (Rassi) Pelpola Aladekomo, who have taken on increased responsibilities in Bevan's absence. Steph and Rassi have collaboratively managed the planning and facilitation of weekly meetings, a process supported effectively by Dave Matson, our Group Scouts Leader, who provides assistance as needed. We also benefit from the contributions of Young Leader Adam Joiner, whose involvement has been a valuable addition to our team.

Both Steph and Rassi have expressed their intent to step back from meeting support in the upcoming year. Accordingly, we will seek to engage the parent community for volunteers to fill these roles, similar to the approach used when recruiting Steph and Rassi.

As is characteristic of scouting, our program depends heavily on volunteers. We sincerely appreciate and welcome ongoing support from parents and community members to ensure the continuation and success of our activities.

Throughout the year, our program has been centred on core scouting activities, including Communications and Online Security, Local Knowledge, World Faiths, Space Exploration, Navigation and Map Skills, as well as fostering teamwork through various activities. We recognize the importance of incorporating engaging games and recreational activities to support the development of independence among scouts during this vital stage of their growth.

We gratefully acknowledge David Oliver (Tommy’s father) for volunteering his time and expertise in guiding scouts through the construction of insect hotels over two sessions, combining woodworking skills with environmental conservation principles. Additionally, activities such as climbing at Gilwell and organized hikes have been integrated into the year's agenda. To celebrate Chinese New Year, scouts participated in creating lanterns and calligraphy decorations, which contributed to earning the International Activity Badge.

On November 8th, we hosted a joint Scouts and Cubs camp at Gilwell Park, with 18 participants. The event featured a well-rounded program including axe throwing, Pokemon hunts, and other engaging activities, all conducted under favourable weather conditions, ensuring an enjoyable experience for all.

Email: [e-mail]

cu bSs

CUBS REPORT 2024/2025

Membership

Leaders

Rob (Shere Khan) continues as leader this year, assisted brilliantly by Kate (Rama) and Klaudia (Nag) who have grown in confidence and leadership skills over the last year. Adam (Tabaqui) became a leader this year and is going through his training and is an invaluable asset to the team. Linh (RikkiTikki-Tavi) continues as a young leader but unfortunately for us she is just about to turn 18 and go off to University and we also have Euan who is working on his volunteer skills for his Duke of Edinburgh Award.

Cubs

We currently have 31 Cubs but 6 will be going up to Scouts very shortly to be replaced by Beavers in the near future.

Badges

Over the last year we have worked on a great deal, including the Gardener, Athletics, Disability Awareness, Teamwork, Communicator, Environmental Conservation, Money Skills (for the first time), Road Safety, Pioneer, Personal Safety, Chef and World Faith badges as well as developing their Problem Solving and Camp Skills, and showing off their interests and talents for the Skills and Hobbies badge. We have also done a couple of evening treks, which go towards the Hike badge. The Cubs have also celebrated various notable occasions, such as Christmas, Valentine’s Day and Mothers’ and Fathers’ Day, with crafts or activities and enjoyed a very fun evening learning about Chinese Lunar New Year from a special visitor.

We also took part in the Big Garden Birdwatch and Anti-Bullying weeks and went on a visit to a Synagogue.

Events

We had quite a lot of events this last year. We ran three camps, Pokémon Camp, Lego Camp and the very recent SAS Camp. We attended the Gilwell Funday and went to the Panto to see Sleeping Beauty (Oh no we didn’t!). We also took the Cubs to Gilwell to practice fire-lighting and play wide games and did a Care Home Visit to entertain the residents.

Don’t forget to check the schedule for the exciting upcoming programme and events, and to see if we are in need of parents helpers for any weeks!

Rob Handworker

Shere Khan Email: [e-mail]

Beavers Report 2024/2025

The Beavers have enjoyed another 12 month program of events as a colony both at the Scout Hall and on outings to various parks and public areas in the local area.

We have ventured out to various local open spaces (Wanstead Park, Onslow Gardens, Higham’s Park, Elmhurst Gardens) to engage in hiking, scavenger hunting, nature exploration, bug hunts and map reading/orientation skills.

We visited a local synagogue and church as part of our faith badge to learn about the Christian and Jewish faiths. We were also visited by a local Mandarin teacher who taught us about Chinese New Year celebrations and the children enjoyed playing some Chinese musical instruments, learning Chinese songs and dancing with a dragon.

We visited Gilwell Park for a campfire evening where Beavers tested their skills at firelighting and participated in building a camp fire. Songs were sung and marshmallows were toasted!

The Beavers enjoyed a camp at Chigwell Row, where attendees earned their first Nights Away badge and enjoyed a range of activities including climbing, grass sledding, water zorbing, pioneering and rope making. Songs were sung around the campfire and marshmallows were toasted to make smores.

We attended the Gilwell Fun Day at Gilwell Park, where the Beavers enjoyed a wide range of activities including climbing, archery, grass sledding, zip wire, bouncy castles, axe throwing, bouldering, circus skills, drumming workshops and much more.

We again visited the pantomime to watch Sleeping Beauty, where one of our Beavers was called up on stage to take part in a game during the show.

Numbers remain strong and the colony is constantly at our current maximum of 24 Beavers.

Long serving Young Leader Adam turned 18 and became an adult leader in the colony alongside Gary and Andy. And we are very happy to have retained the support of our young leaders Sumedh and Eleanor, as well as welcoming other former Scouts Willow and Alex into the colony to help alongside them. We are very grateful for their time and effort in supporting the colony’s activities.

Gary Tong

Beaver Section Leader

Email: [e-mail] Facebook: https://www.facebook.com/18th.EFS.Scouts