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 p￿VioUSlY 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 co￿Opted 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 r￿tIonal 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 volUnt￿rS 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 co￿perate 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 m￿t 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
R￿￿Opts
Donatlono, slmllarlrKom•
ornb0￿1P subgcnp1￿n5
12.417
12,617
32.937
L&SS".Mgmbetship SLOsc4ipNons pwdont¢ DJsinBt
Nei m*mbgrshy subyryppuQr￿1fjWnVd
12,017
21.465
3UO
41171
Grf* lid
9,6n
Ixher
Subtotsl
13.117
1111¥
3a,209
Grnnto
St4ti-Up9￿D1
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
F￿d￿1$In0 Igroil
Chrfitma¥ F4lr
JJ?
3J7
313
T 8*1rt• and
74
Oth•rfu￿rni&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 r￿Ipts

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
IrI￿ty 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 fromlh*CwntylATeAlCI￿1ItsjGrouP
11,527
11.$27
0,23S
In￿SInNIn1 prapDty- d•t¥
Quolqd ￿￿$1M•M
t￿￿r￿1¥¢I1rneTr1I. d•tAil
8ubtot•l
Noo m•n•tsry•i••ts fort￿rIty,• u
264210
264,210
2S7,167
42.100
42,100
43,767
ol￿r
Subtot41
308.310
308,3111
301,734
b11￿￿•
Accounw notw
81$
&44•
EXwi￿$ ind r&ffknurn•mAnt* ¢y• t¢
$ubxriplKJn> not pl￿j
Loqn- d•1￿1
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•h*lf by
SvJnalure
Print N8me
Andr*4 Whilcombo
Samantha Rilthya

Independent examiller's report to the trustees of 1st
Merrow Scout Group
Responsibilities and basis of report
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