## 1[st] Oxshott Scouts Annual Review June 2020 to August 2021 **----- Start of picture text -----**
Membership Membership
at 5.09.20 at 5.09.21
Explorers 12 9
Scouts 24 32
Cubs 36 35
Beavers 26 28
Total youth members 98 104
**----- End of picture text -----**
## **GSL report Anja Davidson, Group Scout Leader** This time last year I’m not sure many would or could have predicted how the whole year of “The Pandemic”, it’s very real threat to the nation’s health and consequent limitations placed upon us, would continue to have the cloud above us as it has had. 2020-21 has certainly been a year in scouting like no other. Despite all of this, scouting in 1[st] Oxshott continued to thrive not just through the first lockdown, but the second and the third one too. Even with the complexities of restrictions on meeting sizes and locations as well as all the extra red tape with risk assessments, sanitising, government guidelines (that were ever changing and often last minute) 1[st] Oxshott scouts soldiered on. The resourcefulness and commitment of our leaders, supporters and exec meant that the majority of meetings were able to continue in some form or another. Mostly online, but intermittently also face-toface. Activity packages were delivered to our members, Leaders turning into film-stars during the recorded video instructions. We all found ways to adapt and learn new skills and perhaps we will have the occasional online meeting again, if not just to replicate those great microwave cakes in a mug! I cannot applause and thank our team enough for the extra mile all have had to endure this last year. Through the changes and challenges thrust upon us, everyone dug deep. Through the difficulties of Covid ways of delivering scouting was transformed, activities adapted to the “new format” of being online. Our leaders went far and beyond their comfort zones and without their dedication, ingenuity and skills none of this would have been accomplished. I am in awe and admiration in how you all continued. I would also like to say a big thank you to the support on the Executive Committee – there is so much that happens behind the scene, they are the ones with overarching responsibility for the safety and safeguarding of our group. No year harder than this. It is also thanks to members on the exec and their commitment that we ended up with the busiest and most lucrative year of Christmas tree sales – just a few weeks prior we weren’t sure it would even go ahead! During the year we have also had changes to the leadership team - George (Bishop) had to step down as Cub leader due to family reasons, but luckily he accepted the role as Assistant Group Scout Leader instead – That meant we had a role to fill and Brian (Murphy) moved up to Cubs and took over the role of Akela. I then went to Beavers as Section Leader, but fortunately had Ben (Sayers) join and help me as Assistant Leader. I am also pleased to say that Carl (Rowell) returned to Oxshott to help out Brian as his Assistant Leader. Sadly after nearly 20 years with Oxshott scouts we have had to say goodbye to David (Gibert). David has been such a fundamental rock in Oxshott and we will miss him greatly. His calm demeanour on camp was always welcomed. The skills and knowledge he passed down to many of us (including me) will always be treasured. We wish you all the best of luck in your new home in Farnham with the family – and hope to see you occasionally – you are always welcome. So despite all of the last year of changes and Covid challenges, the Group is thriving unlike many scout groups across the country we are strong. When last counted we now have over 100 youth which is up on last year - 28 Beavers, 35 Cubs, 32 Scouts and 9 Explorers and Young Leaders. Looking ahead though, as always we are needing extra support in all sections as leaders, but also “behind the scenes” – Remember the African Proverb **“It takes a village raise a child”** meaning an entire community of people must interact with children for those children to grow in a safe and healthy environment. So the more the merrier. We really do need help - No help is too big or too small. And as the number of the youth members is continuing to grow, we are perhaps in a position when we need to consider expanding the group too!! I would like you all to join me in thanking our amazing team as they continue to give their commitment to our lovely family - 1[st] Oxshott scouts and youth of our future. ## _Anja Davidson, Group Scout Leader_ Beavers ## **White Wolf: Anja Davidson Black Badger: Ben Sayers** Due to the Pandemic most of the Summer Term in 2020 was held on zoom. White Wolf set the goal of making sure all Beavers attended the zoom sessions and we had a near perfect attendance except where there were exceptional reasons for missing out. A big thank you to the parents for providing excellent IT support, the Beavers certainly manage to navigate the zoom system and be promptly online. The Challenge Award badges we focused on in Summer/Autumn 2020 for this term were the Skills Badge and the My Adventure Badge. These involved learning about Health and Fitness, which included: - indoor Martial Arts led by Young Leader, Chap (AKA Hector) - indoor fitness and measure pulse rate led by Chip (AKA Ben) - designing a health and fitness poster - learning about healthy foods and sugary drinks Once we could return to social distanced meetings in September 2020, we started off with a Hike to learn about animals that we had to find around Oxshott Heath, which was the first of many visits to the Heath for the year with other trips including a sports day and a night hike to spot stars, which due to clouds turned into morse code with torches. To contribute towards out Gardener activity badge and complete small pieces of our Outdoor Challenge Award we made Grass Heads and Planted Daffodil Bulbs in alternate weeks, and painted stones to lay at the war memorial on Remembrance Day. When zoom was once again imposed we found fun learning international flags and how to say hello in a variety of ways. Christmas soon crept up on us and we made excellent advent candles and Christmas tree decorations, counting towards our My World Challenge Award and the Great Indoors staged badge. In April we had a Zoom visit from the volunteers at B@titude charity shop who played a guess the price of the items in this shop and informed us about how others in the community can sometime need our help and love. The Beavers then rallied round and donated something (either a toy, game or clothing) that they felt another child would love to play with. Black Badger dropped off several car boot-fulls to the shop to much appreciation. Well Done Beavers! A great year was had with lots of efforts being made to attain the Challenge Badges, the Bronze Award badge and even the Special Badges such as Race Around the World and The Virtual Scout Group Fun Badge! ## **Scouts** ## **Leaders: Steve Turner, Corrie Haxton, Richard Bath, Del Lawson** See separate attachment for the Scouts report – loads of great photos. Explorer Scouts Clinton Askew LP '• '* r . v?. b.. 'Y•'W-'.*r Cubs Akela: Brian Murphy cths Scouts 1st Oxshott I" Oxshott Scout Group Report and accounts for the year ended 31 March 2021 Regisiered with the Charity Commi%%ion under number 305734 Scouts 1st I" Oxshott Scout Group Report and accounts for the year ended 31 March 2021 The Trustees have pleasure in presenting their report and accounts for the year to 31 March 2021. Administrative inforniation Name of charitv". 1st Oxshott Scout Group Registered tharf(y number-. 305734 Trustees- Appointment (ffiaim￿n TreaSu￿r Secretary Name Mark Winall David Walker Nicola Bond Other officials: Group Scout Leadèr out Leader Cub Pack Leader ver Colony Leader Anja Davidson Steve Turner George 8ishop Brian Murphy GfoupIDistrirt re8iStration number with ihe 5cwt Association 107 Correspondence addres5: 12 somery11￿ Road. Cobham, rrey 112QU Bankers Barclays Bank pk Independent examiner Russell Ford FCA IICAEW) Applegarth, Blundel Lane Cobham. Surrey 1125Y Scouts 1st Structure ovemance and mana ement The Group's governing documents are those of The Scout Association. They consist of Royal Charter, dated 4th January 1912. which in turn gives authority tothe bylaws of the Association and the policies, organisation and rules of The Scout Association. The Group is a trust established under rules that are common to all Scout Groups. The Trustees have complied with the requirement to have due regard to the guidance on public beneftt published bythe Charity Commission. The Trustees are appointed in accordance with the policy. organisation and rules of The Scout Association. The Trustees manage the Group. They are responsible for complying with legislation applicable to charities, including the registration. keeping proper accounts and making returns to the Charity Commission as appropriate. The Trustees meet from time to time as netrssary. Other helpers invotved in the operation of the Group also attend these meetin8. Their functions are: 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 group leaders and other adult 5UPPOrt: appointing any subcommittees that may be required,. and appointinB administrators and advisers other than those who are elected. rou Ives and The Group's objectives are as a unit of the Scout Association. The aim of the Scout A550ciation is to promote the development of young people in achieving their full physical, intellectual, social and spiritual potential- as individuals. as responsible citi2ens and as members of their local, national and international communities. The Association's aims are achieved by providing an enjoyable scheme of progressive training, based on the Scout Promise and Law, guided by adult leadership. Scouts The Group charges membership subscriptions to cover its immediate running costs which do not unduly restrict membership. The Group's principle is that no one should be excluded because of their inabilty to pay membership subscriptions. or charges for participating in activities. The Group's and the Scout Association's public benefits are demonstrated by, inter alia: the development of young people towards their full potential; and guiding young people in their responsibilities towards others and the communitv as a whole. The safety of young people is taken very seriously and the benefrts of Scouting activities are considered to far outweigh tts risks. Any private benefits from Scouting are incidental. other than to beneficiaries. Risk assessment The Trustees have 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 identrfied are= damagetothe buildings, property and equipment. In such cases.the Group would borrow the use of buildings, property and equipment from neighbouring organisations such as the church. community centre and other Scout groups. The Group has sufficient buildings and contents insurance in pla￿ to mitigate against permanent loss. The Group's buildings insurance excludes Subsiden￿ cover however an insurance payment of £55,IXK) ensures sufficient funds are available to cover further subsidence issues. injury to leaders, helpers. supporters and members. 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 on income from subscriptions and fundraising. The Group does however. hold reserves sufficient to ensure the continuity of activttie5 for a period should there be a major reduction in income. Also. the Group could raise subscriptions to increase the income to the Group on an on-going basis, either temporarily or permanently; Scouts 1st Oxshott reduction or loss of leaders. The Group isvery reliant upon volunteers to run and administer the activities of the group. Obtaining leaders 15 a particular difficulty and the Group is always interested in hearing from individuals who might be interested in becoming leaders. If there were a reduction in the number of leaders to an unacceptable level in a particular sertion or the Group as a whole there would have to be a contraction, consolidation or closure of the sertion. In the worst-case scenario this could lead to a complete closure of the Group. reduction or loss of members. The group provides artivities for all young people aged six to 18. If there were a reduction in membership in a particular section or in the Group as a whole then there would have to be a contraction. consolidation or closure of the sertion. In the worst-case scenario this would lead to the complete closure of the Group: and internal controls. The group has in place systems of internal controls that are designed to provide protertion against material mismanagement or loss. These include two signatories for all payments and comprehensive insurance policies. Financial review- reserves oli It is the Group's policy to hold sufficient resources to continue the charttable activities of the group for least two years should income from fund raising attivities fall short. The cash reserves at the year-end were £59,236, having increased by £6,077 from the prior year reserves of £53,IS9. This increase is mainly due to improved subscriptions collections and fund raising activities. coupled with lower costs due to less activities and camps in the year due to COVID19. £16,646 of exceptional spending in the year on costs incurred on the projett to replace the Scout hut: ha5 been offset by a £IO,(KKI grant from Elmbridge Borough. Therefore the ongoing normal operations of the scout group have been broadly met with funding attivities and subscriptions as the Trustees would expect. The reserves include £10,464 in a separate bank account which have been reserved by the Executive Committee for use only on buildings and grounds. This is made up of £55,000 insurance payment for the Subsiden￿ of the hut in 2015 and subsequent interest, le55 Costs incurred in the current and prior financial years of £58,091 on the replacement Scout hut. Scouts 1st Oxsh•tt 1st Oxshott Scout Group Income and Expenditure Account (all unre5trirted) forthe year ended 31 March 2021 Nole5 zo Sub$criptlOll5 Less.. Capitation pahl to Distitt £12586 -£4.274 £8.312 0.￿1 -£4,219 £5.972 Income Christmas trees Fweworks Rental Unrftsrm Contntrwtions tocampsand attN4tiÈs Other income- Inte￿1, d(￿t￿rts. fundraism ExtQpt￿nal Itpms £23.754 Éo E624 EO £15.411 .(65 £410 £10.678 f8.105 £1.554 £10,022 £45.329 £48.IfAJ Christmas trees FirÈwork5e¥penses Electricity. Water & 8roadband Premi5e5 repair3nd maInte￿nCe Insurance aeani Unifrorrn Expenditure on ¢omp5ar*J actmties Equipmeni 8adge5, scaThes. woggles and books Other expenditure- JJ*rtisinB. rr, OSM fees. stsi¥)nary. hardship L¥ceptK*nal Items- Replotrment Hul Exptnditure 14.079 £0 .£1.186 OA -£L181 -El,686 .£a64 14 li -£L607 478 £0 -£1,565 1231 1274 .U.426 ￿16￿32 -fl.rA2 41.956 .£21.705 -£57.841 .£39.252 Surplu5lDefidt Cash b/hwd Cash ¢lfwd £6.077 53.159 £59,236 -É9.741 £62.> £53.159 Oa,,d Ki i o,lL. 17 121 Scouts 1st Oxshott tst Oxshott Scout Group Balance Sheet as at 31 March 2021 2020121 2019120 Notes Fixed Assets Land and buildings 15 160.0 160.0 Current assets Cash at bank and in hand 59,236 53.159 219.236 213.159 Represented by reserves, which are: Book value of land and buildings 160.0 160.0 Unrestricted funds 59.236 53.159 219,236 213,159 The notes on pages 7 and 12 form part of these accounts. The Trustees have appri)ved these accounts i(ad Èthrf a.4 N a.l )r 111 Scouts 1st OxshDII Notes to the accounts Accounting poliaes Accounting convention The financial statements have been prepared on the receipts and payments basis under the historical cost convention and in accordan￿ with the Charities Act 2011 and the Statement of Recommended Practice "Accounting and Reporting by Charities" ISORP FRS1021 together wtth other applicable accounting standards. There have been no changes in the accounting policies. Incoming resources All income is generally accounted for when received. No accruals have been made in the accounts. Resources expended Expenditure is recognised when paid out. either by the group. or on its behalf by persons who will be reimbursed. At the balance sheet date. the Group had no material unpaid obligations although expenditure reimbursed after the year is treated as outstanding payments. This accountin8 policy means that occasionally two years expenses are expensed in one set of accounts. Tanglble fixed assets and depreciation Land and buildings are carried in the balance sheet at their historical cost. No value is attributable to other equipment, which is written off on acquisttion. Restricted funds These amounts can. by law. only be used for specified purposes. No funds are classified as restricted. See also policy number 15. Income and expendlture related to spedfic activities Income raised from specific activities, is shown net of expenses attributable thereto. Similarly. expenditure on activities 15 shown net of amounts contributed specifically to meet such expenses. Gifts In klnd Gifts in kind, whether of labour or physical goods, are not valued in the accounts. Scouts Isi Oxxh<•tt Remuneration of employees and trustees There were no employees during the year 2020121 and no remuneration was paid to Trustees in 2020121. Subscriptions Subscriptions are in the vast majority, collected by mOThth￿ Direct Debit. Subscriptions can be accompanied by Gift Aid for UK Tax Payers. Christmas Trees To comply with the Scout Associate recommended practices this is shown under gross income and gross expenditure. The net profit for Christmas Trees in 2020121 was £9,675.46. This compares to a prior year amount of £5.330.33. Other income This includes donations. income tax refunds on gift aid subscriptions and interest on bank accounts. For the year under review, the main source was donations of £1,554. Rental Income Rental income from letting the hut redU￿d due to COVID restrictions. Income and expendlture for camps and activities Due to the lower number of camps and other activities undertaken by the group less money has been received and spent on these. Just over £1.0￿) of parental contributions passed through the accounts. Expenditure is higher than the contributions as many activities are partly funded through subscriptions, making activities more affordable. Unrform. Unrform is shown as a separate item in the accounts to reflect the sale of scruff kit used for camps and activities. Equipment This represented the cost of the equipment purchased. Such acquisitions are written off in the year. Scouts "_ l%t Oxshott io. Badges Scarves. woggles and books These items are provided to members by the sections. The continued f(Kus on badge work across the units has increased expenditure on these items. ii. Insurance Premiums rose by 3.9PYo in 2020121 with the insured amount for buildings, contents and equipment away from the hut remaining at the same level of cover. Insurance is being provided by the scouts preferred broker Unity Insurance who are specialists in providing cover for scout and Guide premises. The insurance excludes subsidence cover following the settlement of the outstanding claim in 15116. see reserves policy on page 5. Insurance costs are shared with the Guides who own the other half of the building. 12. Premises repalr and maintenance The group has a constant requirementto maintain its premises and to meet health and safety requirements. Often this is achieved by voluntary help and donated materials. but sometimes the Group must incur maintenance expenditure. The Group gets income from renting the premises to other local users, which it could not do unless the premises were maintained to an appropriate standard. 13. Other expendlture Other expenditure includes advertisin& IT and ststionary costs. We also use Online Scout Manager IOSMI which is an invaluabletool for reducing some of the moretime consumingadministrative dutiesforourleaders andthosewho arrange camps and activities. It also helps wtth keeping up to date badge records, registers. personal details and sending out invitations and collecting responses for camps and activates. During the 2020121 financial year, the trustees did not use the hardship fund. 14. Elertrklty, water and Bmadband. The Group pays its electricity and water diarges by direct debit with bills bein8 based on actual consumption. In 16/17 the Group a150 had broadband installed to give internet access for use with the beavers. cubs, scouts and explorers and for renters of the hut to Use. Appropriate controls have been applied using Open DNS service to restrict the content that can be used. Jo Scouts 1st OwshDtt 15. Land and buildings The premises are owned by the Scout Association which hold5 it in trust for the Group. The land and buildings are carried in the balan￿ sheet at their historic costs. We have not attempted to value the land and buildings for alternative use. Over prior years. the 151 Oxshott Scout group, in conjunction wth the Guides who share the buildin8. had set up a working group with the objecttve of replacing the existing Scout hut. As noted in the reserves section on page 5, we have invested £58.091 to date in this project, and the fund5 have been applied for moving storage containers. tree works, surveys and consulting work. Planning permission had been granted for the new hut. In the current year a £IO.(M)O grant was received from Elmbridge council which the trustees agreed to allocate to the Scout hut project. Focus remains on establishing further funding lines. Independent examlnerfs report to the trustees ol l# Cobharn Scout Group l ￿pOrt on the accounts of the Trust for the year ended 31st March 2021 which are set out on pages 6 to 7 of the TreaSu￿r5 Annual Report for 2020121. Respective ￿spOnSibl11t1es of trustees and examSner The charity's trustees are responslble for the preparation of the accounts. The charity's trustees consider that an audit is not requlred for this year under sectlon 144121 of the Charltles Act 2011 (the 2011 Act) and that an independent examination is needed, It is my ￿SpOnsIbIlity to: o examine the accounts under sectlon 145 of the 2011 Act o to follow the procedures lald down in the generdl Dlrectlons gfven by the commlssion under section 14515llbl of the 2011 Act o to stste whether particular matters have come to my attentlon Ba515 of independent examlner's report My examlnatlon was carrled out In accordance wlth the general Directions 8iven by the Charlty Commission. An examination Includes a review of the accountin8 re¢ord5 kept by the charSty and a comparlson of the accounts presented wlth those fecords. It also Includes consideration of any unusual items or disclosures In the accounts, and seeklng explanattons from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be requlred in an audlt and consequently no oplnion is glven as to whether the accounts present 'true and falr vlew, and the report Is Ilmlted to those matters set out In the next statement. Independent examlner's statement In connection wlth my examination. no matter has come to my attentlon: 111 whlch glves me reasonable cause to belleve that In any materlal respect the requlrements: to keep accountlng records in accordance wlth sectlon 130 of the 2011 Act and to prepare accounts whlch accord wlth the accountln8 records and comply wlth the accountin8 requirements of the 2011 Act have not been met or 121 to which, In my oplnlon, attentton should be drawn In order to enab5e a proper understandlng of the accounts to be reached Name: Russell Ford Relevant professlonal qualificatlon or body- FCA IICAEWI Address: Applegarth. Blundel Lane, Cobham, KTII 2SY