Trustees' Annual Report
For the period
| From (start date) | 0 | 1 | 0 | 9 | 2 | 4 | 4 | 4 | 4 | 3 | 1 | 0 | 8 | 2 | 5 |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Section A | Reference and administration | details | |||||||||||||
| Charity name Other names the charity is known by Registered charity number (if any) HQ registration number Charity’s principal address |
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| West End Scouts Group | |||||||||||||||
| 3 0 5 7 0 5 |
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| West End Scout & Guide Centre | |||||||||||||||
| Benner Lane | |||||||||||||||
| West End, Woking | |||||||||||||||
| Postcode | G | U | 2 | 4 | 9 | J | P |
Names of the charity trustees who manage the charity
(These will be published in the annual report of the charity and the Charity Register if reporting for a Registered Charity with a charity regulator)
| 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 |
Trustee Name | Office (if any) | Dates acted if not for whole year |
|---|---|---|---|
| Heather Ward | Chair | ||
| Karen Depoix | Treasurer | ||
| Nicola Owen | Secretary | Until Feb2025 | |
| Andrew Winfer | Group ScoutLeader | ||
| JulieKomor | Trustee | ||
| GilesLowe | Trustee | ||
Names and addresses of advisers (optional information but encouraged as best practice)
(These will be published in the annual report of the charity)
Type of advisor Name Address
West End Scouts Trustee Report 2024-2025
Page 1 of 6
Section B
Structure, governance and management
Description of the charity’s trusts
Type of governing document The Group's governing documents are those of the The Scout Association. They consist of a Royal Charter, which in turn gives authority to the Bye Laws of the Association and The Policy, Organisation and Rules of The Scout Association. (e.g. trust deed, constitution) How the charity is constituted The Group is a trust established under its rules which are common to all Scouts. (e.g. trust, association, company) Trustee selection methods The Trustees are appointed in accordance with the Policy, (e.g. appointed by, elected by) Organisation and Rules of The Scout Association.
The Group's governing documents are those of the The Scout Association. They consist of a Royal Charter, which in turn gives authority to the Bye Laws of the Association and The Policy, Organisation and Rules of The Scout Association.
Additional governance issues (optional information but encouraged as best practice)
You may choose to include additional information, where relevant, about:
Policies and procedures adopted for: a) the induction and training of trustees; b) trustee' consideration of major risks and the systems and procedures to manage them
The Group is managed by the Group Trustee Board, the members of which are the ‘Charity Trustees’ of the Scout Group which is an educational charity. As charity trustees they are responsible for complying with legislation applicable to charities. This includes the registration, keeping proper accounts and making returns to the Charity Commission as appropriate.
The Trustee Board consists of the Chair, Treasurer and 3 Trustees (comprising 2 Ex Officio Trustees, and 1 co-opted Trustee) and aims to meet every 4 months or as required.
Members of the Trustee Board complete Being a Scouts Trustee learning within the first 6 months of joining the Board.
This Group Trustee Board exists to make sure the charity is well-managed, risks are assessed and mitigated, buildings and equipment are in good working order, and everyone follows legal requirements and the organisation's policies and rules. Their support helps other volunteers run highquality and safe programmes that gives young people skills for life.
West End Scouts Trustee Report 2024-2025
Page 2 of 6
| Section B | Structure, governance and management (continued) |
|---|---|
| Risk and Internal Control The Group Trustee Board has identified the major risks to which they believe the Group is exposed, these have been reviewed and systems have been established to mitigate against them. The main areas of concern that have been identified are: Damage to the building, property and equipment. The Group would request the use of buildings, property and equipment from neighbouring organisations such as the church, community centre and other Scout Groups. Similar reciprocal arrangements exist with these organisations. The Group has sufficient buildings and contents insurance in place to mitigate against permanent loss. Injury to leaders, helpers, supporters and members. The Group through the capitation fees contributes to the Scout Associations 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 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. 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. 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. 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. |
West End Scouts Trustee Report 2024-2025
Page 3 of 6
| Section C | Objectives and activities |
|---|---|
| Summary of the objectives of the charity set out in its governing document |
The Purpose of Scouting Scouting exists to actively engage and support young people in their personal development, empowering them to make a positive contribution to society. The Values of Scouting As Scouts we are guided by these values: Integrity -We act with integrity; we are honest, trustworthy and loyal. Respect -We have self-respect and respect for others. Care -We support others and take care of the world in which we live. Belief -We explore our faiths, beliefs and attitudes. Co-operation -We make a positive difference; we co- operate with others and make friends. The Scout Method Scouting takes place when young people, in partnership with adults, work together based on the values of Scouting and: - enjoy what they are doing and have fun - take part in activities indoors and outdoors - learn by doing - share in spiritual reflection - take responsibility and make choices - undertake new and challenging activities - make and live by their Promise. |
See separate report by GSL Summary of the main activities in relation to these objectives
Additional details of the objectives and activities (optional information but encouraged as best practice)
You may choose to include further statements, where relevant, about:
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policy on grantmaking;
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contribution made by volunteers;
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policy on investments.
Public benefit statement
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.
West End Scouts Trustee Report 2024-2025
Page 4 of 6
Section D
Achievements and performance
Summary of the main achievements of In 2024-25, we have succeded in doubling our fundraising the charity during the year reserves for the new build from £16.7k to £34k. As well as numerous smaller ones, the most generous fundraising events / donations have been: over £8k from Reverend Fiona's sponsored walk; over £5k from the Scouts' donation of their 2024-25 Gift Aid receipts; over £2k from being nominated one of Gordon's School charities of the year and a £1k donation from local resident, B Cooke.
| Section E | Financial Review |
|---|---|
| Quantify and explain any designations Details of any funds materially in deficit (circumstances plus steps to eliminate) Brief statement of the charity’s policy on reserves |
Provisions for reserves are held solely in the Emergency accounts and the New Build account remains separate. The Group held reserves of approximately (i) £7,500 for building maintenance, and (ii) £6,000 for Scouting against this at year end, the latter of which includes the additional reserve of £1,500 against repairs on the building made some years ago. For Scouts, this is above the level required for operating expenses. For building maintenance, however, it is below due to significantly increased cleaning and utilities costs. The 25% of the 2025 West End Fete float paid back to the Charity is currently sat in the New Build a/c; however, the fete was originally set up to support the management committee therefore that £493.89 has since been transferred into the Maintenance reserve account. 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 12 months running costs, circa £8,500 for the building and £4,000 for Scouting (i.e. levies). |
| The Maintenance reserves account currently holds almost £7,500, which remains below 12 months' running costs. We have proactively reduced duplicative insurance costs this year, but are bringing in other measures going forward, i.e. increasing levies. |
West End Scouts Trustee Report 2024-2025
Page 5 of 6
yO
- Further financial review details (optional information)
You may choose to include additional information, where relevant, about:{The principal sources of funds for the group are either ¢ the charity's principal sources of fundsithrough subscriptions (including levies) or via donations. {including any fundraising);iSubscriptions are kept at a minimum. : « how expenditure has supported the ke objectives of the charity.| The Group Trustee Board regularly monitors the levels of bank balances and the interest rates received to ensure the group obtains maximum value and income from its banking arrangements. Occasionally this may involve using an account that requires a period of notice before funds may be vithdrawn, before doing so the Group Trustee Boarc considers the cash flow requirements. ¢ investment policy and objectives; The Group does not have sufficient funds to invest in longe term investments. The Group has therefore adopted a risk averse strategy to the investment of its funds. All funds are held in cash using only mainstream banks or building section F Other Optional Information Plans for future periods (details of any After the financial year end, Trustees were informed by significant activities planned to achieve [Reverend Fiona of a local benefactor who has pledged them) 700,000 towards the new build fund. This incredible pledge will allow us to move forward with our architectural and building plans, as well as apply for further grants/funds. section CG Declaration The trustees declare that they have approved the trustees’ report above Signed on behalf of the charity's trustees signatures) Lf AA Sy Oye Full name(s) Position (eg Secretary, Chair) [Chair Dae [27 8)
West End Scouts Trustee Report 2024-2025 Page 6 of 6
West End Scout Group (Charity no. 305705) Receipts and payments account
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Year start date Year end date
For the year
01/09/2024 To 31/08/2025
from
Receipts and payments
2024/25 2023/24
Unrestricted funds Unrestricted funds
£ £
Receipts
Donations, legacies and similar income
Membership subscriptions 11,531 9,495
Less: Membership subscriptions paid on (National/County/Area/District) - 4,293 - 3,820
Donations 4,539 11,405
Legacies - -
Gift Aid 5,869 2,183
Other similar income - -
Sub total 17,646 19,263
Grants
Maintenance grant - -
Other grants - -
Sub total - -
Fundraising events (gross)
West End Fête A/C 9,466 8,956
West End Fête 352 -
Rev Fiona Walk 8,030 -
Gordon's 2,044 -
Other fundraising activities 4,680 120
Sub total 24,572 9,076
Scout centre income
Hire of building - -
Hire of equipment - -
Levies 6,780 4,830
Sub total 6,780 4,830
Investment income
Bank interest 362 444
Other investment income - -
Sub total 362 444
Total Gross Income
49,359 33,613
Asset and investment sales, etc. - -
Total receipts 49,359 33,613
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West End Scouts Accounts 2024-2025_v2_scrutinised
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West End Scout Group (Charity no. 305705) Receipts and payments account
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Year start date Year end date
For the year
01/09/2024 To 31/08/2025
from
Receipts and payments
2024/25 2023/24
Unrestricted funds Unrestricted funds
£ £
Payments
Scout Centre expenses
AGM and trustee expenses - 113 -
Broadband & phone - 52 - 192
Cleaning - 1,776 - 2,421
Fire protection - 250 - 99
Gardening - 270 - 340
Gas & electricity - 3,589 - 2,645
Insurance - 1,482 - 2,064
New build costs - 5,600 - 9,770
Other maintenance expenses - 344 -
PPLPRS - - 294
Repairs and Renewals - 662 - 222
Water - 611 - 98
Sub total - 14,750 - 18,146
Scout Group expenses
Adult support and training - -
Contribution to camp costs - -
Donations - - 90
GoCardless Fees - 658 - 599
Leader Gifts - 77 -
OSM - 182 - 255
Printing and photocopying - -
Scouts insurance - 52 - 52
Scouts levies - 4,021 - 2,905
Scouts materials and equipment - 338 - 64
Uniforms - 1,436 -
Youth programme and activities - 106 - 4,366
Sub total - 6,870 - 8,331
Fundraising expenses
West End Fête A/C - 8,972 - 8,269
Other fundraising costs - 637 -
Sub total - 9,609 - 8,269
Total Gross Expenditure - 31,229 - 34,745
Asset and investment purchases, etc. - -
Total payments - 31,229 - 34,745
Net of receipts/(payments) 18,130 - 1,132
Cash funds last year end 47,649 48,781
Cash funds this year end 65,779 47,649
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West End Scouts Accounts 2024-2025_v2_scrutinised
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West End Scout Group (Charity no. 305705) Receipts and payments account | from Statement of assets and liabilities at the end of the year 31st August 2025 3ist August 2024 Unrestricted funds Unrestricted funds £ £ Cashfunds 16,621 16,934 Bank current account1-Maintenance iS 2,299 6,116 404 | Bank deposit account 3-Newbuikd fundraising Cd CCC 2S 16,739 [CasWRloats i 4 | 156 Total cash funds | eR ee Othermonetaryassets “(tir Taxcaimes ‘insurance claim Investmentassets ‘investment property-detad [Quotedinvestments [Otherinvestments-detat ef - Sub total Cee merwe BI ee es fOtherstockee fLandandbuiddingses [Motorvehicesee |Scoutingequipment,fumitureetc Le Otter Liabilities [Accountsnotyetpaidef Ee [Expensesincurredbutnotinvoked COs Subscriptions not yet paid ee eeee floan-detadEe [Otherliabities The above receipts and payments account and statement of assets and liabilities were approved by the Trustees on 28th January 2026 (the date of the Trustee Board meeting that approved the accounts) and signed on their behalf by Signature Print Name OMAN ar Nae” 7
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West End Scouts Accounts 2024-2025v2_ scrutinised 3 of 3
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LT700006 - independent Examiner's Report to the Trustees January 2024}
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Independent examiner’s report to the trustees of West End Scout Group | report to the trustees on my examination of the accounts of the West End Scout Group for the year ended 31 August 2025.
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Responsibilities and basis of report
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As the charity trustees of the West End Scout Group you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (‘the Act). | report in respect of my examination of the West End Scout Group accounts carried out under section 145 of the 2011 Act and in carrying out my examination | have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
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independent examiner's statement | have completed my examination. | confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect: 1. accounting records were not kept in respect of the West End Scout Group as required by section 130 of the Act; or
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- the accounts do not accord with those records.
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- | have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.
Signed: A | al LAL
- Name: Nicola Owen Relevant professional qualification or membership of professional bodies (if any):
ACCA (ret’d}
Address:
32 Benner Lane West End WOKING GU24 9JQ
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Date: 13 December 2025