Scouts 1st MERROW SCOUT GROUP Trustees, Annual Report For the year l April 2023 to 31 March 2024 A. REFERENCE AND ADMINISTRATION DETAILS Charity name: 1st Merrow Scout Group Charity number: 305753 Charity's principal address: Browell Memorial Hall, Bushy Hill Drive, Guildford, Surrey, GU1 2SH The Trustees who served from 1 April 2023 and up to the Annual General Meeting on the 27th Sept8m ber 2024111 were: Trustee Name Offlce Dates acted if not for whole year Gemma Gregson David Johnson Secretary Building Project Lead Joint Lead Volunteerl11 and Roughs Explorers Team Leader 131 Joint Lead Volunteer(21 Scout Leader (Thunder) Cub Scout Leader (Explorers) Treasurer Resigned 1 October 2023 Martin Jones Sandy Jones Chris Ney lain Robertson Samantha Ritchie Denise Stafford Asst. Beaver Scout Leader (Aspen) Beaver Scout Leader (Willow) Cub Scout Leader (Adventurers) Cheryl de Suys-shrubb Donald Tournier Mark Watson Cub Scout Leader (Discoverers) Chair Resigned 31 July 2023 Andrew Whitcombe 11IDue to a famity bereavementthe Septemb6r 27thAGM did notinclude the fomial receipt of the accounts orthe financial review. These were 8pprovod by the Trustees in January 2025 and presented at a short additional AGM on the 10thJanuary2025. 12lThe role of Joint Lead Volunteerwas pVioUSlY known as'JointGroup Scout Leader.. 13lThe Rough5 Explorerscout Unit is legallypartofGuildford East District Scout Council and does notfom part of the 1st Mem)w Scout Group (the Group). However, the Explorer Scout Unit shares the facilities and equipment of th8 Group, parts'cipates fully in <knup activitses and events and operate5 in most aspects as though it is a seciion of Ihe Group for practical purposes. 1st Merrow Scout Group Charity no.: 305753
BSTRucfuRE. GOVERNANCE AND MANAGEMENT Governlng Document The Group's governing documents are those of The Scout Association. They consist of a Royal Charter, which in turn gives authority to the Bye Laws of the Association arKJ The Policy. Organisation and Rules (POR) of The Scout Associatton. Constitution and Governance The Group is a trust established urKler the rules of The Scout Association, which are common to all Scout groups. The Trustees are appointed in accordance with the Policy, Organisation and Rules of The Scout Association. The Group is managed by the Group Trustee Board, the members of which are the 'Charity Trustees, of the Scout Group which is an educational charty. 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 Charty Commission as appropriate. The Trustee Board consists of three representatives (Chair, Treasurer and Group Lead Volunteer) together with coOpted members and decled parents, representation and meets four to six times per year. Members of the Trustee Board complete "Being a Scouts Trustee. leaming within the first six months of joining the Board. This Group Trustee Board exists to make sure the charity is well-managed, risks are assessed and mits'gated, buildings and equipment are in good working order, and everyone follows legal requirements and the organisation's policies and rules. Their support helps other volunt8ers run high-quality and safe programmes that gNe young people skills for life. Risk and Int•rnal 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 identrfied are: Damage to the building, propety and equipment. In the event of loss of use. the Group would request the temporary use of buildings, property and equipment from neighbouring organisations such as local churches, communty centres and other Scout Groups. Similar reciprocal arrangements exist with these organisations. The building is periodically surveyed to ensure the asbestos present in some of the building materials is properly managed. Department for Education guidelines for identifying FL4AC have been followed and the result was that we do not suspect there is any RAAC in our huts. Injury to leaders, helpers, supporters or members. The Group, through the annual subscriptions, contributes to The Scout Association's rtIonal accident insurance policy. Risk Assessments are undertaken before all activities. The Group subscribes to the additional personal accident insurance policy taken out by the Scout District. Reduced income from fundraising. The Group is primarily reliant upon income from subscriptions and fundraising. The Group does hdd 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 volUntrS to run and administer Ihe activities of the Group. If there was a reduction in the number of leaders to 1 $1 Merrow Scout Group Charity no.: 305753
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 temporary or permanent complete ck)sure of the Group would be necessary, but the Guildford East Scoul District would also endeavour to provide support to individual seGtions andlor the Group as nece&sary to prevent this from happeni. at least in the short temi. Reduction or loss of members. The Group provides activities for all young people aged 6 to 18. If there was a reduction in membership 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 would be necessary. The Group and Guildford East District would work together to ty and ensure that existing members could transfer and continue their Scouting in another local Scout Group. The Group currently has a large waiting list for membership at all ages so this risk is very unlikely to crystalise. Reduction or loss of trustees. To operate according to the constrtution we need between 5-12 trustees, including a chair and a treasurer. In 2024 the Scout Association POR changes increased this risk, with our section leaders no longer foming part of the Trustee Board going forward. To mitigate this we have engaged with the Group Council to identrfy new trustees from the parent and carer community. Going for¥vard we will ensure trustee terms are staggered to reduce the risk of trustee numbers falling below Ihe minimum of five. Fraudulent or accidental payments. As the Group has grown to such a size, the finances are becoming increasingly complex, with more people involved in the management thereof. To help mitigate the risk of payments being made fraudulently in error, two approvers are required for all payfflents from all First Merrow accounts, and the annual accounts are reviewed by an external examiner. We also have a financial policy that defines the parameters under which Trustee Board approval is required for larger payments The Group has in place systems of intemal controls that are designed to provide reasonable assurance against material mismanagement or loss; these include mandatory training for leaders, two sigrtatories for all payments and comprehensive insurance policies to ensure that insurable risks are covered. C.OBJEcfivES AND AcfiviTIES The Purpose of Scouting Scouting exists to engage activdy and support young people in their personal devebpment, empowering them to make a POSFtive contribution to society. The Values of Scouting. Scouts are guided by these values: Integrty - 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. Cowoperation - We make a posits.ve difference; we coperate with others and make friends. The Scout Method 1 $1 Merrow Scout Group Charity no.: 305753
Scouting tskes 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 Leam by doing Share in spiritual ref lection Take responsibilty and make choices Undertake new and challenging activities Make and live by their ScoLrt Promis8. Subscriptions are charged for membership to cover immediate running costs of the Group plus subscriptions payable to Guildford East District Scout Council. Surrey County Scout Council and The ScoLrt Association. These do not unduly restrict membership. The Group follows the principle that no one should be excluded because of their inability to pay membership subscriptions and has arrangements to provide bursaries or waive fees where appropriate to ensure Scouting is available to all. Public Bonofit The Group meets the Charity Com mission's public b8n8fit criteria under both the advanc8m8nt of education and the advancement of citizenship or community development headings. D.ACHIEVEMENTS AND PERFORMANCE The 1st Merrow Scout Group has enjoyed another successful year with increased membership and increased adult leadership enabling the provision of a full and varied programme, both during and outside regular meetings, and resulting in the continued achievement of top awards in every section. All sections achieved the Scout Association's minimum standard with every member being offered the opportunity of at least one night away during the year and the vast majority achieving more than that. The camping highlight for the Group was Group Camp held at Polyapes Scout campsile in July 2023 with over 200 young people and adults from the Group participats'ng in a wide variety of acts'vities. In sum mer 2023 former Merrow Scouts, now in the linked Roughs Explorer Scout Unit, attended the World Scout Jamboree in South Korea while six other Explorer Scouts earned their Explorer Beft in Galacia, Spain and two were members of a Surrey County contingent attending a Belgian jamboree. In February 2024, over 40 Scouts from the Group attended the Frost Cam p weekend at Bentley Copse Scout Activity Centre. Support for, and engagement in, the local communty was evtdent in several events during the year. The Group hosted another Easter Tea with members from across all sections baking cakes and preparing sandwiches which they then served to okjer or lonely members of the community before providing them with musical entertainment. The Scouts spent a moming weeding and tidying the churchyard at St John's parish church, Merrow, as well as seniing tea and cake to worshippers after the new vicar's first Sunday services. There was a large turnout from all sections for the annual act of remembrance at the Merrow war memorial where the Group joined the community before attending a special remembrance service for the Group inside the church. Some of the older Scouts joined the Explorer Scouts in providing car park marshalling services at the Guildford Lions annual Firework Fiesta in November. To meet demand from progression within the Group and to provide Scouting opportunities to some of those on the waiting list, a fourth cub pack and a fourth Scout troop were opened during the year with support from new parent leaders. The Group now operates 3 Beaver colonies 1st Merrow Scout Group Charity no.: 305753
(Aspen, Maple and Willow), 4 Cub packs (Adventurers, Discoverers, Explorers and Pioneers) and 4 Scout troops (Cyclone, Hurricane, Lightning and Thunder) with 273 young people and 55 adults recorded on the annual census return in January 2024. making 1st Merrow the largest Scout Group, by membership, within Surrey County Scouts. The varied, ambitious and balanced Scouting programme offered to young people during 2023124 resulted not only in them leaming skills for life whilst having fun, but also resulted in a totsl of 2,397 badges being awarded to members of the Group". 20 Beaver Scouts earned the Bronze Chief Scout's Challenge badge (the top award available in the Beaver section) and 660 other badges were gained. 33 Cub Scouts eamed the Silver Chief Scout's Challenge badge (the top award available in the Cub section) and 887 other badges were gained. 13 Scouts earned the Gold Chief Scout's Challenge badge (the top award available in the Scout section) and 784 other badges were gained. In the partner Explorer Scout Unit that meets in the Merrow Scout headquarters and to which most Merrow Scouts progress: 13 Explorer Scouts earned the Platinum Chief Scout's Challenge badge, 4 gained the Diamond Chief Scout's Challenge badge (Ihe top Chief Scout's Challenge badge available in Scouting), 6 earned their Explorer Belt and 292 other badges were gained. The Group Trustee Board expresses its huge appreciation to all the leaders for enabling all these activities and achievements to take place and recognises the substantial time and effort required to plan and deliver them safety. all on a voluntsry basis. The Board was delighted to welcome new volunteers to the teams during the year and also to celebrate the input and achievements of those who stood down from leadership for a variety of reasons. E.FINANCIAL REVIEW Annual performance The Group had total receipts for the year to 31 March 2024 of £45,748 and total payments of £47,351, giving an excess of expendrture over income for the year of £1,603. This compares to 2023 receipts of £52,889, payments of £47,278 and excess income over expenditure for the year of £5,611. However, the accounts are prepared on a receipts and payments basis so the figures do not necessarily provide a fair representation of the underlying annual f inancial performance or year-on-year trends. For example, we changed f rom charging membership subscriptions annually to termly at the start of 2024, which means that the majority of the receipts for the 2024 calendar year are in the 2024125 accounts whereas the majority of the receipts for the 2023 calendar year are in the 2022123 accounts. The majority of the receipts and payments in the year related to unrestricted f unds and activities, however we are holding £3,500 of restricted funds at the end of the financial year after receNing a new section startup grant. Reserves Policy The Group Trustee Board has detennined that the Group should hold sufficient readily accessible cash reserves to enable the central charitable activtties to continue for a period of nine months and sections to be funded for regular activities for one year if regular income and fundraising ceased. This is estimated as £9,000 for central costs and £1,300 per section for each of the 11 secth'ons. Thus, the Group should hold £23,300 of liquid cash reserves on top of routine working capitsl. At 31 March 2024 the Group held retained cash funds of £222,960 (2023: £224,563). These amounts are substantially above the level identif led in the reserves policy above as the Group is actively seeking to generate surpluses and build up suff icient cash to enable replacement of its Charity no.: 305753 151 Merrow Scout Group
current buildings which are in poor condition. inefficient to run and do not mt the standards desirable for modern Scouting. Investment Strategy Although the excess resep4.es are held wrth the intention of procuring a replacement building, they have not been formally designated as such and so continue to be held as unrestricted reserves. Approximately £60,000 of the funds are held in a Charities Official Investment Fund (COIF), a further £130,000 are in an interest bearing deposit account and the balance held in current account at the Group's bankers. Given the need to access the funds for building works in the foreseeable future, the Group Trust Board has determined that only short term, very liquid investments are appropriate. F.FUTURE PLANNING The Group recognises that the current buildings are at the end of their useful lives and in need of replacement with facilities more fit for current and foreseeable future Scouting. It is planning to redevelop the site as early as funds perm it and interKls to continue actively raising funds for this building project. This is now a priority for the Group to ensure adequate, f it for purpose facilities are available for current and f uture generations of Scouts. We were delighted to be able to broaden access to Scouting by opening a new Cub Pack and another new Scout Troop during the year. We will continue to develop volunteer leadership teams for these sections and all existing sections, encouraging and supporting the provision of exciting, inspirab'onal and inclusive programmes that equip all our young people with skills for lrfe. The Group Trustee Board will continue to consKler whether and when it might be appropriate to introduce a Squirrd section (for 4 and 5 year olds) to the Group. DECLARATION The Trustees declare that they have approved the Trustees, report above Signed on behalf of the charity's Trustees Andrew Whitcombe Chair of Trustees 4th January 2025 1st Merrow Scout Group Chartty no.: 305753
1st Merrow Scout Group (Charity no. 305753) Receipts and Payments Account Forthe 01Apr-23 To 314lar-24 Receipts and payments 2023124 2023124 Unr8strIc Re5trictqd fvnds 2023124 Totsl funds 2022123 Total fund5 ROpts Donatlono, slmllarlrKom• ornb01P subgcnp1n5 12.417 12,617 32.937 L&SS".Mgmbetship SLOsc4ipNons pwdont¢ DJsinBt Nei mmbgrshy subyryppuQr1fjWnVd 12,017 21.465 3UO 41171 Grf lid 9,6n Ixher Subtotsl 13.117 1111¥ 3a,209 Grnnto St4ti-Up9D1 J,J othwgiart Sub tot•1 3,500 oom• Irom Ch•rlt4bh Ywlh prov?4nd •cU¥lUM1Th>2m• 3,223 3.223 C4rr• in¢om 21.170 21,1TO 15,ei 321 Sub tot•1 24,393 24343 Fd1$In0 Igroil Chrfitma¥ F4lr JJ? 3J7 313 T 81rt• and 74 Oth•rfurni&ty 391 J¥1 104 1,213 491 Inv••tm•nt Incom• Bmk hlw•Jt Ch•thhs Offlcl•l Pn•1m•rrt Fund 2,710 ¥7 Sub total 3AJS 1,033 rot•l Gro•s Ineom• 42,246 3,800 40,7 $2,8B9 AA••t•nd Inv••t¢wJt •1¢. rotsl rIpts
1st Merrow Scout Group (Charity no. 305753) Receipts and Payments Account Forth8 01-Apr-23 31-Mar-24 Receipts and payments 2023124 2023J24 UnY•strfctsd funds R•¥trfctsd funds 2023124 Tot•1 funds 2032123 Totsl lund8 Paynwts Chadtwbl¢ PaymBnts 12.163 14163 7.394 3.TA4 3,744 4499 Adutt support. and 72 145 w4terll SMI•9• T69 IrIty 041 4•$ 273 2.124 4124 Repwrn and R•D•v4 1.673 1,$73 691 t• •nd •4L¥pmint 1,154 1.154 3.973 Prfnl&ig, p)It 14• 149 38 24081 14.167 Unifonni 3D4 AGMAnd IfuJt•••woibM J¢ n•lhJn• N•lfflemb•rnh fvDs to Ewknrnrurdt 1947 ¢hr Mrvl¢èi 597 Sub total 48,èY3 41,873 35.424 Fundr•l•lng•xp•n T Shrt$ 204 179 179 Subtotal 179 17• 364 678 T(é•lp•yJrMrtt {J.1QJl 3,1 11.603 22466J 22 224563 21B,9S2 224 563
1st Merrow Scout Group (Charity no. 305753) Receipts and Payments Account For th• ear from 01-Apr-23 31-Mar-24 Statement of assets and liabilities at the end of the year 2023124 2023124 Unrostrlctod funds Restiicted fvnds 2023124 Total funrfs 2022123 Totsi fund5 h lund¥ Bank currenl accwnl 29.771 34271 187.34B Bank Pos xcwnl 129.675 129,07$ $9.9SU 59.•58 87,1¥9 CqshlFIoits 36 rot•l fundB 219Jeo 3,SOD 222, 224,863 oth•r motsot•ry TBX du• 11,S 11.127 8.235 Dobls duB fromlhCwntylATeAlCI1ItsjGrouP 11,527 11.$27 0,23S InSInNIn1 prapDty- d•t¥ Quolqd $1M•M tr1¥¢I1rneTr1I. d•tAil 8ubtot•l Noo m•n•tsry•i••ts fortrIty,• u 264210 264,210 2S7,167 42.100 42,100 43,767 olr Subtot41 308.310 308,3111 301,734 b11• Accounw notw 81$ &44• EXwi$ ind r&ffknurn•mAnt ¢y• t¢ $ubxriplKJn> not plj Loqn- d•11 6,383 2.731 Olhorll•blkh)i total ouo 6,t¥o Th• •bo¥• r•¢•lpts •nd plymonts xcount•nd •t•tsm•ntof •Bs•ts and M•bSllUg• approvèd byth• Tnwtso• on 2024 and 8lyned on thelr b•hlf by SvJnalure Print N8me Andr4 Whilcombo Samantha Rilthya
Independent examiller's report to the trustees of 1st Merrow Scout Group Responsibilities and basis of report A% the Lhllrity tsixtt¢softhe Tru yw reBpDIIfj tr thD rfthlaJtttIln •KorJAncgith th• ofthttchwitityb A¢r2011 (F kn'> l T¢POrt In[ptOf ¢xlmiMtlL of th¢ TTMI s a¢¢ounts GArTi¢d out ktctioft 145 ofihv2011 Ati in ¢mrylng outmy nlolIvO follow¢d the applicablo DI[( yvenby th¢ Cknrity Ctmison SQG&oD 1451SXb) lh¢ A£1. Independent examiner's statement I hth'¢ Gompledmyex¥ffiimaii+Jll. l ¢orthm lh ¢r1d] mnttttTS ¢oMto tyy. al¥mtion Cor¢0 ith thi iD•tiffjsiw rne caw¢ io be]iwth4tinw' mat11 r¢spg¢1.' l AOtk¢W inreyci OfibeTh b). ¥tIO 130ofth¢ AGt; ar Ihwr no C4mn •Ad h4vo no oth¢rmJry¢Trin aL¥Wtiott with thE ex8roln•iion to sth'¢h a(¢Mtson th¢¥ldtrK drnsvTrin rxd¢rto¢n8b]o aF¢vprr ¥nderntandtryof the ¢¢Unty ID hrea¢h. RelanprOf"Thl g¥Rlh'fj¢atto# tyTh¢rnbusNpofwohsie*thl bodi•s lifAffj').. FC.A Adthwb.. yaiifurd M•nwRtsthd (huldford SWTCJ" GU4 %.4G LF .1,