## **1[st] Oxshott** 

# **Trustees Annual report for the period 1[st] April 2022 to 31[st] March 2023** 

## **Section A: Reference and Administration Details** 

**Charity name** : 1[st] Oxshott Scout Group **Charity number** : 305734 **Charity’s principal address** : Verrey Hut, Waverley Road, Oxshott, Surrey KT22 0RZ **Scout Association HQ Registration number** : 107 

## **During the period 1[st] April 2022 to 31[st] March 2023, the trustees who managed the charity were;** 

Trustees: Appointment Name Chairman James Faux Treasurer David Walker Secretary Nicola Bond Group Scout Leader Anja Davidson Scout Leader Brian Murphy Cub Pack Leader George Bishop 

## **Section B Structure, Governance and Management** 

The Group’s governing documents are those of The Scout Association.  They consist of a Royal Charter, dated 4[th] January 1912, which in turn gives authority to the 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 benefit published by the 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 necessary. Other helpers involved in the operation of the Group also attend these meeting.  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 support; 

- appointing any subcommittees that may be required; and appointing administrators and advisers 

## Risks and Internal Controls 

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 identified are: 

• damage to the 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 place to mitigate against permanent loss.  The Group’s buildings insurance excludes subsidence cover however an insurance payment of £55,000 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 activities 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; 

• reduction or loss of leaders.  The Group is very reliant upon volunteers to run and administer the activities of the group. Obtaining leaders is 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 section or the Group as a whole there would have to be a contraction, consolidation or closure of the section.  In the worst-case scenario this could lead to a complete closure of the Group; 

• reduction or loss of members.  The group provides activities 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 section.  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 protection against material mismanagement or loss.  These include two signatories for all payments and comprehensive insurance policies. 

## Section C: Objectives and Activities 

The Group’s objectives are as a unit of the Scout Association. The aim of the Scout Association is to promote the development of young people in achieving their full physical, intellectual, social and spiritual potential; as individuals, as responsible citizens 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. 



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 inability 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 community as a whole. 

The safety of young people is taken very seriously and the benefits of Scouting activities are considered to far outweigh its risks. 

Any private benefits from Scouting are incidental, other than to beneficiaries. 

## 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.  Subscription fees are set at a level that covers only the immediate running costs of the Group and the capitation fees to the Scout Association, to ensure they remain as low as possible and do not unduly restrict membership.  We admit members from the local community in the area of Oxshott and Cobham.  Money from fund raising activities is put in to a hardship fund that families can apply for help with fees or costs of activities.  As charity trustees, members of the Executive Committee pay due regard to the Charity Commission’s public benefit guidance where relevant to our decision making. 

## Section D: Achievements and Performance 

After much work with the Guides and support from our local SCC councilor, Mark Sugden, Surrey County Council have granted the Scouts and Guides nearly £1.2million Council meeting to rebuild our hut. This will be a new, environmentally friendly, fully accessible building with a communal central area with a kitchen and meeting rooms and a hall on each side, one for Guides and one for Scouts.  The new building will be called the Oxshott Community Hub and will be available for hire for local groups.  Winning the funding form Your Fund Surrey is a tremendous achievement and we are very grateful for SCC belief in the project.  It would not have been possible without a huge amount of work by John Major (who had sons who went through Oxshott Scouts years ago) and Alison Shannon from Guides.  John continues to manage the project managers we are using to ensure the hub is built on time and to budget. 

Another exciting beginning was the opening of our Squirrel Scout Section in September 2022. The group is fortunate to have Corrie and Helen, both excellent leaders with lots of experience in scouting to suggest the opening under their leadership. 

The squirrel scouts are 4-6 years old and like the other groups are introduced to lots of new skills and activities. Like in the other sections they work towards completing activity and challenge badges to hopefully gain their Chief Scouts Acorn Award. This is a big achievement for someone so young. 

It took a term or two for all of us to get our heads around this age group and their programme, but they are a joy to have as part of 1[st] Oxshott. Their inquisitive minds and desire for new challenges are so refreshing. 

This year the Beavers and the squirrels took part in The District “Alice in wonderland” party. The Cubs ran riot around Sainsbury supermarket doing their “supermarket sweep” challenge. Where the Scouts travelled around London chasing the famous Monopoly addresses in the “Monopoly Run”. Then we had our Annual Family Camp at 



Bentley Copse. And about 60 of us slept at the top of the Spinnaker Tower in Portsmouth on our “Camping-in-the -Clouds” challenge. The scouts had the addition of the return of Scout About as well as their Summer Camp at Ferny Croft. 

Thank you to Clinton Askew, Previous GSL, who stepped down as Explorer Leader after giving 15 years of service to 1[st] Oxshott Scout Group. Your time has been invaluable. 

Across the group we have in the last year awarded 1300 badges to our members Including 13 Bronze chief scout awards 

7 Silver chief scout awards 

4 Gold chief scout awards 

3 Platinum chief scout awards 

3 Diamond chief scout awards 

The annual Christmas tree sales is the main fundraising activity and more trees than ever were sold this year, adding over £15k to the group funds.   This does require a lot of organization by the little team and by all the parents coming along and delivering the trees, the effort is well worth it for the profits to brings to the Group.  The annual fireworks contributed £1500 in profits, this could not go ahead without John Major who plans the whole display, buys and sets off the fireworks, usually assisted by his two sons, and Caroline Jackson who has taken on most of the organisation of the food, tickets and items for sale helped by her team. 

## **Section E: Financial Review** 

## **Reserves Policy** 

The Groups’ policy on reserves is to hold sufficient resource to continue the charitable activities of the Group, or at the very least, to conduct an orderly wind down of the Group, should income and fundraising activities fall short. 

The Group held cash reserve of approximately £54000 at 31[st] March 2023. 

## **Section F: Other Information and Future Plans** 

The Group continues to grow with the new Squirrel section and we plan to be in the building from April 2024 and all the benefits that will offer.  The waiting lists are healthy and we would expect these to grown when the new building is completed. 

Next year we will be working with the Guides to set up a Joint Building Management Committee who will manage the new Oxshott Community Hub.  We would be looking to fill the hub with local groups who would pay to hire the halls on the nights Guides and Scouts are not using it, we would be actively looking to fill the day time with a nursery or play group to maximise income. 

Recruiting leaders and members for the Trustee Board remains a priority to ensure the continued success of 1[st] Oxshott Scout Group. 

## Section G: Declaration 

The Trustees declare that the Trustee Report has been approved at the AGM. 

Signed on behalf of the charity’s trustees: 



|Signatures:|||
|---|---|---|
|Full Name:|James Faux|Nicola Bond|
|Position:|Chair|Secretary|
|Date:|||





Scouts
1st Oxshott
151 Oxshott Scout Group
Report and accounts
for the year ended
31 March 2023
Registercd with the Chariry Commission under number 305734

Scouts
1st Oxshott
I Oxshott Scout Group
Report and account5
for the year ended
JI March 2023
The Trustees have pleasure in presenting their report and accounts for the year to 31
March 2023.
Administrative inforrnatioTh
Name of charity:
1st thsh¢)tt Scout Gro
Rewsiered chanty rtumber=
305734
T￿stee$..
ApFrf)lntrr￿I
Chaiiman
Treasurer
Secretary
Name
James Faux
David Walker
Nicola Bond
Other official5'.
Group Scoui Leader
Scout Leader
Cub Pack Leader
Beaver Colony Leader
S4uirnels LeadeT
ia Davidson
Brian Murphy
George Bishop
Anja DavK150n
Helen SullNan & Corrie Haxton
Group/￿$tritt rewstr3tson
number wilh the Scout
A5$0ciatK)n
107
Corresp)ndefice address..
12 Somer¥¢He Road.
Cobham.
Surrey
Krii 2QU
Bankers
B4r(tsy$ Bank Wc
Independent examiner
Russell Fold FCA IICAEWI
Applegarth. ￿￿nde1 Lane
Cobham.
Surrey
rii 2SY

Scouts
1st Oxsthott
Structure overnance and man
ement
The Group's governing documents are those of The Scout Association. They conslst of a
Royal Charter, dated 4 January 1912, which in turn gives authority to the 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 benefit published by the 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. incl¢Jding the registration, keeping proper accounts and making
relurns to the Charity Commission as appropriate.
The Trustees meet from time to time as necessary. Other helpers involved in the
operation of the Group also attend these meeting. Their functions are..
the raising of fund5 and the administration of group finance-
the insurance of persons. property and equipment,.
group public occasions-
assisting in the reuuytment of group leaders and other adult support,.
appointing any subcommittees that may be required: and
appointing administrators and advisers other than those who are elected.
Grou
ob"ertives and activities
The Group's objettives are a5 a unit of the Scout Association. The aim of the Scout
Association is to promote the development of young people in achieving their full
physical, intellertual, social and spiritual potential,. as individuals, as responsible citiiens
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 "_
OAshoit
The Group charges membership subscription5 to cover its immediate running costs which
do not unduly re5trirt membership. The Group's principle is that no one should be
excluded because of their inability to pay membership subscription5. or charges for
participating in activities.
The Group'5 and the Scout AS￿lation'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 Community
as a whole.
The safety of young people is taken very seriousty and the benefits of Scoutin8 attivitles
are considered to far outweigh its Tisks.
Any private benefits from Scouting are incidental. other than to beneficiaries.
Risk assessment
The Trustees have identified the major risk5 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 con¢em that have been identified are=
damage to the 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. comrnunity centre and other Scout groups. The
Group has sufficient buildings and contents insurance in place to mitigate against
permanent loss. The Group's buildings insurance exclude5 subsidence cover
however an insurènee payment of £55,1X(i 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 conlinuity of activities 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 basi5. either temporarily or permanently;

Scouts
reduction or loss of leaders. The Group is very reliant upon volunteers to run and
administer the activities of ihe group. Obtaining leaders is a particular difficulty
and the Group is always interested in hearing from individuals who might be
interested in becomin8 leaders_ If there were a reduction in the number of leaders
to an unacceptable level in a particular Section or the Group as a whole there
would have to be a contraction, consolidation or closure of the section. In the
worst-case s￿nariO this Could lead to a complete closure of the Group,.
reduciion or loss of members. The group provides activities for all young people
aged six to 18. If thère 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 section. In the worst-case scenario this would lead to the
complete c105ure of the Group- and
intern31 controls. The 8roup has in p13ce systems of internal controls that are
designed to provide protection against material mismanagement or loss. These
include Iwo signatories for all payments and comprehensive insurance policies.
Fsnancial review- reseNes
It is the Group's policy to hold sufficient resources to continue the charitable artivities of
the group for least two years should income from fund raising activities fall short. The
cash reserves at the year-end were £54,610, having increased by £10,091 from the prior
year reserves of £44,519. This increase is mainly due to fundraising efforts run by the
group, namely the Christmas tree and fireworks evening. Also £7,368 of gift aid claims
were made for the first tirne in three years. The ongoing normal operation5 of the Scout
group have been broadly met with normal fundraising activities and subscriptions as the
Trustees would expect. However the insurance premium has not yet been paid for the
new financial year. due to complications surrovnding the imminent hut rebuild project.
This cost was £1,717 in the prior year, but expected to be immaterial for this year given
the hut site will be handed over to contractors and f311 under their insurance for the
majority of the financial year.
The reserves include £27.353 in a separate bank account whith have been in part reserved
by the Executive Committee for use only on buildings and grounds.
Le
huFS fho
CtlA-IRkthKJ

Scouts
1st Oxshott
1st Oxshott Scout Group
Income and Expenditure Atcount (all uTrrestrFCted}
for the year ended 31 March 2023
14otes
202
SubsCriPtioThs
Less". Caoitarw Pa￿ to tX51ri0
Ell,268
£4 709
£U966
£6.559
£&652
Chr15trnas Irees
Firew￿5
UniForm
Contributionsto camps and 3ctiwtie5
Other In¢iMMe ifttere51 dUnat1L￿$. fundi•isi
Excepth7n* Items
£26.918
t3.886
E426
£12,683
E8,066
£0
i,x
£3,671
É630
£ll492
£421
106
15
£58.538
ndittsre
Chnstrnas trees
Firewoths expenses
Elecln¢ity. Waier & Brgadb3nd
Prernises repay rnaintEnarte
Insurante
aoanini
Uniform
Expendstt+rè ￿ camps acrmtres
EquiprneTht
Badges. scaryEs. WQERles and booths
Other expendirure thrtisine. IT. OW fees. statxhwry.
hardthp
xcewional Iterns ftep*•i*ni Hut Ex￿d￿ule
.£15.410
£14.J91
1.789
-É1,427
£91
É1.717
£511
£2,293
£16A67
2.2
L211
14
12
li
2.239
E159
£0
£524
£681
QL827
io
£919
13
15
350
EO
£508
£19.121
.£62.996
£48.447
Su(phJslDefitit
Cash blfw
ash clfwd
£10,091
E44.519
£54.610
414,716
É59.235
£44519

Scouts
151 Oxshott
1st Oxshott 5¢out Group
Balance Sheet
as at 31 March 2023
2022123
2021122
Notes
FIX￿ Assets
Lènd and buildings
15
160,O¢XJ
160,000
Current assets
Cash at bank and in hand
54,610
44.519
214.610
204.S19
Represented by Teser¥es. whlth are:
Book value of land and
buildings
160,C
160,IXIO
Unrestritted funds
54.610
44,519
214.610
204,519
The note5 on pages 8 to 11 form part ofthese accounts.
The Trustees have approved these accounts.

Scouts -_
Isi 0￿$￿tstt
Notes to the a¢¢ounts
Accoumlng pollcies
Accounting convention
The financial statements have been prepared on the receipts and payments basis
underthe historical cost convention and in accordance with the Charities Act 2011
and the Statement of Recommended Practice "Accounting and Reporting by
Charities" ISORP FRS1021 together with other applitable accounting standard5.
There have been no changes in the accounting poliaes.
Incoming resources
All income is generally accounted for when received. No accruals have been
made in the accounts.
Resources èxpended
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 obligation5 although expenditure reirnbursed after the year is
treated as ovtstanding payment5. This accounting policy means that occasionally
two years expenses are expensed in one set of account5.
T¥n￿ble flxed assets and depreciatlon
Land and buildings are carried in the balance Sheet at their historical cost. No
value is attributable to other equipmenl. which is WTltten off on acquisition.
Re5tri¢ted funds
These amount5 can. by law. only be used for specified purposes. No funds are
dassrfied as restricted. See also policy number 15.
Income and expendlture related to speclfic actlvttles
Income raised from specific artivitie5, is shown net of expenses attributable
thereto. Similarly, expenditure on activities is shown net of amounts contributed
Specifical￿ to meet such expenses. This exclude5 annual fund raising activities of
Christmas Tree5 and Fireworks events.
Gifts in kind
Gifts kind. whether of labour or physbcal goods. are not valued in the accounts.

Scouts
Oxshott
Remuneratlon of employees and trustees
There were no empkjyees during the year 2022123 and no remuneration was paid
to Tru5tee5 in 202*23.
Subscrlption5
Substriptions are the vast majority. collected by monthly Direct Debit.
Subscriptions can be accompanied by Gift Aid for UK Tax Payers.
Christmas Trees
To comply with the kout Association recommended practices this 15 shown under
gross income and gross expenditure. The net profit for ChristmasTrees in 2022123
was £11,508. This compares to a prioryear amount of £8.117.
Other income
This includes donation5. income tax refunds on gift aid subscriptions and interest
on bank accounts. For the year under review, the main source were gift aid claims
of £7.368. which were made for the first time in three years.
Rental Income
Rental income frorn letting the hut reduced due to impending hut development.
Income and expendlture for camps and artl¥itles
This year saw a return to more normal levels of camp and other activities
undertaken by the group and thus more money has been received and spent on
these. Just over £12.500 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.
Uniform.
Uniform is shown as a separate item in the accounts to reflect the sale of scruff kit
used for camps and activities. The loss is due to building up a reserve of Stock for
future Sales.
Equipment
This represented the cost of the equipment purchased. Such acquisitions are
written off in the year.

Scouts
Isl Oxshtstt
io.
Badges scarves. woggles and books
These items are provided to members by the sections. Although there is
continued focus on bad8e work across the units. this expendlture has decreased.
ii.
Insurance
No insurance premium has been paMI within the financial year. The new contrart
is under negotiation due lo the complications surroundinB the hut development
project- under which the insurance will be void as risk will be transferred to the
developer during the build phase. Once build is completed the contract will be
renegotiated for the new building and new equipment procured throu8h this
process.
In normal course of operations, the insurance is being provlded by the scouts
preferred broker Unity Insurance who are specialists in providing toyèr for Stout
and Guide premise5. The insurance excludes subsidence cover following the
settlement of the outstanding claim in 15116. Insurance costs are shaied with the
GLTrides who own the other half of the building.
12.
Premises repalr and maintenance
The group has a constant requirement to maintain its premises and to rneet health
and safety requirements. Often this is achieved by voluntary help and donated
materials, but sometime5 the Group must incur maintenance expenditure. The
Group gets income from renting the premises to other local users. which st could
not do unless the premises were maintained to an appropriate standard.
13.
Other expenditure
Other expenditure includes advertising. IT and stationery costs. We 3150 use
Online Scout Manager IOSMI which is an invaluable tool for reducrng some of the
more time consurning administrative duties for our leaders and those who arrange
Camps and activities. It also helps with keeping up to date badge records.
registers, personal details and sending out invitations and collecting responses for
camps and activates. During the 2022123 financial year. the trustees did not use
the hardship fund.
14.
Eltttficity, water and Broadband.
The Group pays its electricity and water charges by direct debit with bills being
based on actual consumption. Broadband is provided on a pay as you go basis
which has reduced expenditure.
10

Scouts
1st Ox5hott
15.
Land and buildings
The prernises are owned by the Scout Association which holds it in trust for the
Group. The land and buildings are carried in the balance sheet al their historic
costs. We have not attempted to value the land and buildings for alternative use.
Over prior years. the 1st Oxshott Scout group, in conjunction with the Guides who
share the buildin& had set up a working 8roup with the objective of replacing the
e¥isting Scout hut. We have invested £77.214 to date in this project. and the funds
have been applied for moving Storage containers. tree work5, 5urvey5 and
consulting work. Planning permission had been granted for the new hut. Although
we have not incurred any expense on this in the current year, £20.000 was spent
in the prior year.
Funding ha5 been agreed from Surrey County Council along with Community
Investment Levy to rebudd the hut. This work has started and we are hopeful to
complete within the 2023124 financial year.

Independent examlnerfs report to the trustees ol 1° Oxshott Scout Group
I report on the accounts of the Trust for the year ended 31° March 2023 which are set out on pages
6 to 7 of the Treasurers Annual Report for 2022123.
ReSpec￿Ve responslbllltles of trustees and exarniner
The charltvs trustees are responsible for the prepardtion of the accounts. The charitvs trustees
consider that an audit is not required forthis year under 5ertion 144(2) of the Charities Art 2011 (the
2011 Artl and that an Independent examinatlon Is needed.
It is my responslbllity to:
o examine the accounts under sertion 145 of the 2011 Act
o to follow the procedures laid down in the general Directions 8lven by the commlssion under
section 145(Sllb) of the 2011 Art
o to state whether particular mattefs have come to my attention
Basis of independent examinevs report
My examination was carried out in accordan￿ wth the general Directions given by the Charlty
Commission. An examination includes a revlew of the accountin8 records kept by the charity and
comparison of the accounts presented with those records. It also Inclthles consideration of any
unusual items or disclosu￿5 in the accounty and seeking explanations from you as trustees
concernin8 any such matters. The procedures undertaken do not provide all the evidence that would
be requlred In an audlt and con5equentty no oplnlon Is 8lven as to whether the accounts present a
'true and fair Vie￿ and the report is lirnfted to those matters set out in the next statement.
Independent examlnerfs statement
In connertion with my examination. no matter has come to my attention:
{11 which gives Me reasonable cause to belleve that In any material respect the requirements:
to keep accounting records In accordan￿ with section 130 of the 2011 Act and to prepare accounts
which accord with the accountlre records and cornpty with the accountln8 requirements of the 2011
Act have not been met or
{21 to whlch, In my opinion, attentloTr SI￿Uld be drawn in orderto enable a proper understsndln8 of
the accounts to be reathed
Relevant professional quallfrcatlon or boty. FCA (ICAEW)
Address: Applegarth, Blundel Lane, Cobham, Klli 2SY
Date: 12 September 2023