2021-03-31-accounts

GSL’s Report – 1[st] Ashtead Scout Group – Malcolm McKee

It gives me great pleasure to submit my report for the 2021 AGM as Group Scout Leader of 1[st] Ashtead Scout Group, my tenth annual report in this role.

Although we have restarted face to face scouting and are even delivering some camps, this report specifically refers to the period April 2020 to March 2021, where apart from a couple of brief respites, we were restricted to online virtual scouting. It is worth noting that since covid controls have eased our group numbers have been steadily rebounding, and I am confident that we will not show a material reduction in numbers when we complete the census in January 2022 when compared with that of January 2020.

A real highlight of 2020 was that 1st Ashtead celebrated its centenary. We celebrated with a weekend-long virtual camp with activities for all sections and an evening of celebration including looking back on 100 years of scouting history and a fun family quiz. Former members joined us and we received messages of support from across the community.

Also during 2020, the 1[st] Ashtead executive committee did a fantastic job during the period when we could not use the headquarters of keeping it in a high standard of upkeep, and in particular managed to complete a number of jobs that would otherwise have been disruptive, including a replacement staircase, floor resurfacing, and elecrical works. They also kept the two minibuses in good working order – ready to return to service at any time, and continued to ensure that the headquarters was safe and secure by periodically visiting and inspecting the premises. When we returned in person, the committee also provided periodic deep cleaning, anti-viral fogging, PPE and cleaning materials which we needed to operate safely. I must take the opportunity to thank members of the executive committee for their continued efforts to support the group and the delivery of programme.

This leads me to my second strand of discussion and thanks. From the moment we had to adopt virtual scouting, our leaders at 1[st] Ashtead were quick to adapt and initially supported a district-level programme before delivering our own section level virtual programme. We originally estimated that we would have to deliver virtual scouting for 12 weeks, but ended up delivering a full year of termtime virtual scouting and was only possible because of the dedication and creativity of the leaders in all sections. It was during these difficult times that we demonstrated not only a range of individual talents, but also what an amazing team-ethic that 1[st] Ashtead has. We owe the team of dedicated leaders who carried on despite personal challenges a huge vote of thanks.

The pandemic is still with us and we cannot afford complacency, but I truly believe that we have kept going through the most difficult times, we can accelerate our way back to normal programme delivery and our best days are ahead. Looking forward to another year of scouting.

Malcolm McKee – 1[st] Ashtead GSL

Three year census summary

	1st Ashtead (2019)	1st Ashtead (2020)	1st Ashtead (2021)
Beavers	72	74	78
Cubs	87	90	75
Scouts	95	93	107
Ashtead Explorers	78	85	62
Adults	52	60	58
Totals (including exporers)	384	402	380
Totals (not including explorers)	306	317	318

GROUP CHAIRMANS REPORT 2020 - 2021

I would like to take this opportunity to thank ALL those who freely volunteer their time and expertise to the Group in adult leadership and support roles for their amazing work during this difficult period, and enabling our young membership to continue to receive activities, communication and social interaction, albeit online and in a socially distanced manner.

The size of the group membership this year stands at 380 young people and adults and continues to drive a list of financial demands and long term planning which the Group Executive Committee manages in a number of ways.

The Group, following its Centenary year, is able to benefit from its new boat store and storeroom facilities and from its upgraded minibus transport. Inside the main building, the floor has been resurfaced, a new staircase has been constructed and electrical work has been carried out.

Income generation is always important to us and we receive annual revenues from the hire of the hall to – external groups and from our annual community events the Xmas Fair, Epsom Fireworks, Ashtead Village Day etc.

• We are also interested in any parents who can help the Group with ‘fund matching’ opportunities for events and we seek, as always to maximise all parents Gift aid tax refunds on Subscriptions, which can be back dated for several years.

Having 100% of our young people’s parents providing us with Gift Aid forms still represents the easiest way for the group to claim £000’s back over a period of several years.

I would like to thank all of my colleagues on the Executive Committee for their time, expertise and friendship. Behind the scenes, a lot of work is done week after week, to administer hall rentals, manage the group’s revenue and expenditure, maintain and clean the buildings, update our website and social media and so on. We are always keen to invite new parents onto the Group Executive committee should they want to get involved.

Peter Leonard

Group Chairman

As with all organisations, 20/21 was challenging year for 1st Ashtead Scouts.

Gross subs income fell by 23% due to the reduction in annual fees, the decline in numbers and an increase in the number of individuals paying a reduced amount due to difficult financial circumstances. However the amount paid to district / central organisation increased as was budgeted leading to overall reduction of £11,000 or 38%.

Gift aid held up well as this is based on prior year subscriptions, but we will see a reduction in this in future years. I would urge all parents and leaders to ensure that we can maximise this amount

Donations for hall usage and fundraising both fell by around 90% reducing our income by around £11,000.

The above was mitigated by a covid grant from Mole Valley of £10,000 but we still saw an overall fall in income of £12,000 or 22%.

Careful management meant that business as usual operating expenses were reduced by £4,000 or 18%. However, specific costs relating to covid such as cleaning and fumigation were almost £2,000. We also took the opportunity of an empty hall to spend money upgrading some of the existing electrical installations and getting the floor professionally sanded and resealed.

Overall our net income from operating activities fell by £18,000.

Due to this and due to high levels of spend in the previous year, we invested significantly less in capex this year allowing us to generate an overall surplus of £14k for the year to March 21 as a buffer against the future uncertainty at that time.

This has enabled us to enter 21/22 in good financial health and in acknowledgment of the tremendous support from parents during the last year we reduced subs by 10% for the current year.

Finally I would like to thank John Ashurst for his support and patience whilst reviewing and signing off these accounts

1st ASHTEAD (PELHAM) sco￿ GR<XIP For the year ended 3tst March 2021 202011021 THISYEAR 201912020 LASTYEAR Total Receiptsfortheyear Iseep¥e21 44,249.70 75.506.22 Total Paymentsfortheyear Iseepage31 130,542.051 172.138.801 Net Receiptsl(PayTrent4brtheyear 13.707.65 3.367.42 Cash. b8fikaThd simllarthjndsbroughtforward 60,627.08 57,259.66 C4¥h. b•nk4ndsirThlarfundsc•rried forw•nl IseepaEe41 74.334.73 60,627.08 ThÉabo¥e&count aTrd atcompanyingStatementofAssttsaTrd Liabilitieswereapprovtrj bythetrustee50n and Signed on theiT beh*f by.. l&/f /?/ Br￿ Bailev Group Trea￿rer Peter Leonard G¥ovp Chairman I hweexamined the aboveaccountstogetherwith theTecOrdsoftheGroup￿d wtifythatthty¥e in accordancetherewith. John Ashurst Hon Auditor Page1 of4

For the year ended 31st March 2021 202012011 IHIS YEAR 201912020 LASTYEAR Subxriptions ScoutGroup: Received from Members Icurrentye8rl LessAffiliation Fee 36,275.00 117.468.501 45,810.00 116,672.501 18,806.50 29,137.50 lftvestment Intome 11 kcounts 230.63 35.29 230.63 35.29 Donations and Grants Genela 4.367.46 503.75 9,004.33 8,683.75 U5eof Hall 4.871.21 17,688.08 Artiwities Sertion5 Camp R￿pt$ 3,749.86 11.187.00 14.936.86 Fundraising ristm4sFair oiher 771.04 1433.001 2.443.23 520.00 338.04 2.963.23 other Income Tax Refund IGift Subsl 9,578.71 9,352.91 9.578.71 9.352.91 Sundry Recwpt5 $cell￿eOuS SurreyCCCovid Gmt ninbusFudin8 297.36 io.000.00 127.25 642.94 749.4t 10.424.61 1.392.35 Total Receipts 44,249.70 75.506.22 Page204

At 31st March 2021 202012021 THISYEAR 201912020 LASTYEAR Non Mottetarylssets HQ Burldrnglatvaluation for Insurance) Garagelat valuation for Insurancel Contretestorelatvatuation for IAsurcel l EquipmeTrt18tvaluation for 1n9jr￿CeTr CllmbiAgWall latvaluation for 1Th￿rante) Gascage Canoes latvaluation for Inyjrancel Tr¥ler & other watff sportseyuipfflenl 648,594.00 15,031.00 13.112.00 49,571.00 21,321.00 1.594.00 11,562.00 4.280.00 626,661.00 14,523.00 10,609.00 47,895.00 20,600.00 1,540.00 10,895.00 4.280.00 Totsl Non Mon¢t￿ASSets 765,065.00 737003.00 MontaryAssets Unrestricted.. Lloyd$75B CurrentAccount JbscriptioTh ￿COUnt Gold Axcount IloydsTSB Hith Interest Depostkcount h Noats 69,808.14 3.630.00 10.001 40,239.20 10.001 20.000.00 l.D95.51 1,187.31 Total Gmup MonetyAsxtts 74,625A5 61,334.71 Liabilitie5duewihin onei Cth Float creditors 1290.721 1707.631 Net MOn¢t￿Assets 74,334.73 60.627.08 Total Asts 839,400 797,630 Monetary Assets 202012021 Tr11SYEAR 201912020 LASTYEAR Llo rr Fund blfwd 40.239.2Q 9,338.31 230.63 56,417.97 979.94 35.29 140.000.001 20,000.00 2,806.00 Net r￿pt$lp￿￿ts Inierest on timedepogt Depot5 DeP￿t PAaturin8 TranrfromSubsknount 20.000.00 Fund clfr 69.808.14 40,239.ZO Fund blfwd 20.000.00 Deposits Vode Deposit Maturing 40,000.00 120,000.001 20.000.00 120.000.001 Fund ¢lfvA Fund blfvwd 400.00 2.406.00 12.B06.001 New deposit TransferloCurTenl 3,630.00 Fund Cl￿d 3.630.00 Page4of4

For the year ended 3tst Marth 2021 202012021 THISYEAR 201912020 LASTYEAR PrÉmlses VtilitiestWaterlGa5/Electricityl Phorse/internet InyJr3ncel Ftre Protecli¢ft G￿eral Mairstenance Monthlycl￿lTrgOfHQ cO￿d 5peciffic c1￿1n8 Floor rotsfrepatrs Other 12,201.451 1487.201 16.397.951 1302.571 12.079.481 11.720.001 16,785.601 11.800.001 12,723.301 1365.681 16,177.241 1472.401 11,309.981 1978.001 121,774.261 112,026.601 Donations 1300.001 1300.001 ktivtie5 Section Activitie5 Camp 11.562.751 1230.401 17,470.181 17,996.011 11,793.151 115,466.191 Capital EquIpm￿t Boat Shed IStore1d￿[S CampifftgE4uipment Vinibus Watersportsequ4pment Other 114,767.281 11,787.401 114,744.001 14,000.001 10.541 12.090.131 12.090.131 135.299.221 ministration AGM OSM Transattion fees Training xdlaneous 1117.001 148.501 11,582.751 1210.001 (76.011 155.001 1883.701 140.001 1191.901 11.170.601 12,034.261 Unlformsl B8dEes Awlar8adges Uniforms 11.934.471 1157.741 11,119.851 11,654.131 12,092.211 12,773.981 Other Mlnlbus 11.621.701 14,228.051 11.621.701 14,228.051 Tot*1 Payments PO,542.051 (72,138.801 14et Reetiptsl(Paymentsl 13,707.65 3,367.42 Pag83of4

Independent Examinerfs Report to the Trustees of the 1st Ashtthid (Pelharn) Scout Group I report on the ac￿Unts of the Group for the year eThJed 311t March 2021 whlch are set out In the annual report for 202012021. R?sp?¢tive responsibilities of trustee5 and examiner The Charity's Trustees are responsible for Ehe preparation of the accounts. The CharFty's Trustees consider that an audit is not required for this year under Secti￿ 144(2) of the Charitie5 Act 2011 (the 2011 Act) and that an Independent Examination is needed. It is my responsibility to- examine the accounts under SeCtic￿ 145 of the 2011 Act" follow the procedures laid down in the General Directions given by the Charity Commission under section 145(5)(b) of the 2011 Act., and state whether particular Matte￿ have come to my attention. Basis of Independent examlnerfs report My examination was carried out in accordance the general Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the Charity and a comparison of the accounts present&1 with those rec(Yds. It also includes consideration of any unusual iterrts or disclosures in the accounts, and seeking eXPlanat￿nS from you as TTUStees conceming any such matters. The procedures undertaken do not provide all the evidence Ihat would be requiw1 in an audit, and consequenty no opinion is given as to whether the accounts present a.true and fair VIW and the ￿P)rt is limf(ed to the matters sel out in the s￿ement below. Independent Examlnerfs ststement In ￿nnectIOn with my examination, no matter has come to my attentw)n: {1) which gives me reasonable c8use to belTreve that in 8ny material respect the requirements to keep accounting records in accordance with secth)n 130 of the 2011 Act and to prepare accounts which accord with the am)unting records and comply with the accounting requirements of the 2011 Act, have not been met" or {2) to which. in my opsnion, attention should tse dr￿ in order to enat4e a proper understanding of the accounts to be reached. John Ashursl Independent Examiner 29 Broadhurst Ashlead Surrey r21 1QB RegL8tered Charlty Number: 305770

Minutes of the Annual General Meeting of the 1[st] Ashtead (Pelham) Scout Group Tuesday 29 September 2020 (via Zoom call)

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1. Welcome and Introductions by the Chairman:

The Chairman, Mr Peter Leonard, formally opened the meeting and welcomed everyone to the AGM.

2. Apologies for Absence:

Julie Bird.

3. Approval of the Minutes of last year ’ s AGM:

The minutes of the 2019 Annual General Meeting were tabled.

Adoption of the minutes proposed by: Seconded by:

Mr Rob Marlow Mr Malcolm McKee

The minutes were approved, with no dissenters.

4. Group Scout Leader’s Report

This can be found in the Annual Report and Accounts document 2019-2020.

Mr Malcolm McKee nominated Mr Peter Leonard as Chairman of the Group. The nomination was approved by Mr Bryan Bailey and seconded by Mr Steve Biglin. Mr Leonard accepted and the meeting approved with no dissenters.

5. Chairman’s Report

Mr Peter Leonard read out the Chairman’s Report for 20 19-2020 to the meeting, which can be found in the Annual Report and Accounts document 2019 – 2020.

6. Treasure r’s Report and Accounts for 201 9 -2020

The Treasurer, Mr Bryan Bailey presented t he Treasurer’s Report and Accounts. These can be found in the Annual Report and Accounts 2019-2020 document.

Mr Bailey thanked Mr John Ashurst for examining the Accounts.

7. Adoption of the Accounts for the financial year 2019 - 2020

Adoption of the Accounts was proposed by: Seconded by

Mr Aubrey Fox Mr Martin Riddle

The Accounts were approved, there were no dissenters.

1

8. Approval of nominated member as Group President : Mr Christopher Townsend.

Mr Townsend was proposed by: Seconded by

Mr Rob Marlow Mr Malcom McKee

9. Approval of nominated members of the Group Executive Committee

Mr Julian Hagley, Mr Aubrey Fox,Mrs Jo Williams

Proposed by Mrs Felicity Hewitt

Seconded by Ms Sarah Biglin

10. Election of Steve Biglin as Group Secretary

There were no other nominations.

Mr Biglin was proposed by:

Mr Peter Leonard

There were no dissenters.

11. Election of Bryan Bailey as Group Treasurer

There were no other nominations.

Mr Bailey was proposed by:

Mr Peter Leonard

There were no dissenters.

12. Election of Members to serve on the Group Executive Committee.

Mr Leonard read out the list of proposed elected members. There were no dissenters.

Mr Martin Riddle

Mr Robert Marlow

13. Election of Mr John Ashurst as Independent Examiner.

There were no other nominations.

Mr Ashurst was proposed by:

Mr Bryan Bailey

There were no dissenters.

14. Any Other Business

Mr Peter Leonard thanked everyone for joining the call and closed the meeting.

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1[st] Ashtead (Pelham) Scout Group

Annual Report of the Trustees for the year ending 31[st] March 2021.

The objectives of the Group 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 potentials, as individuals, as responsible citizens, and as members of their local, national and international communities. The method of achieving this aim is by providing an enjoyable and attractive scheme of progressive training, based on the Scout Promise and Law, guided by adult leadership.

Subscriptions are charged for membership to cover the immediate running costs of the Group and 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 or fees charged for camps and outings. The Group endeavours to obtain bursaries and/or grants for those who could not otherwise afford to take part.

Two key principles demonstrate that Scouting’s aims are for the public benefit, and that, through the Scout method, young people develop towards their full potential and that there is a clear link between the benefits for young people and the purpose of Scouting. The safety of young people is taken very seriously and the benefits that Scouting provide, far outweigh the risks. Any private benefits from Scouting are incidental, other than to those as a beneficiary.

The membership of the Group at this year’s census on 31[st] January 2021 was 322.

Scout numbers have increased by 14 to 107 and have been in excess of 90 for six years now, Cubs currently number is down to 75 and Beavers are marginally up to 78. Our waiting list for Beavers is still significant. Explorer’s numbers have dropped in the last year by 23 to 62. Overall the adult leadership numbers 58 and we have a young person/adult leader ratio of 5.55.

1[st] Ashtead (Pelham) Scout Group continues to be the largest of the six Groups in the District, which has a combined total of over 1,000 members.

The Group Executive Committee comprises 8 ‘non uniform’ membe rs, 7 male and 1 female. The following functions are managed by the committee: finance, insurance, subscriptions, building maintenance, stores and inventory, transport procurement and management, PR and communications, long term planning, building hire and fund-raising.

All Scouting sections have held regular weekly meetings and have been involved in arranged trips and camping expeditions. All young people have been encouraged to gain badges across the programme range. Our specialism in the provision of water sports training has continued to develop at a fast pace. We continue to have a strong leadership team including leaders, section assistants and skills instructors. – However, the situation is constantly changing and additional adult help and support regular or occasional, is always welcomed.

The Annual General Meeting of the Group Council was held on 29[th] September 2020 via an online Zoom call. At the end of the 2020-2021 financial year, the Group had reserves amounting to £74,334. The Group’s policy on financial reserves is to hold a sufficient amount to meet its present and future liabilities and thus, enable it to carry out its objectives. The Trustees have identified the major risks to which they believe the Group is exposed. They have reviewed these and established systems to mitigate them.

The key objectives of the Group is to be an effective, functional unit through which the design and - delivery of the Scout “6 25 programme” can be achieved subject to the policy, organisation and rules of the Scout Association. The financial accounts have been drawn up on a receipts and payments basis, consistent with the previous year.

Approved by the Trustees on 20[th] September 2021 and signed on their behalf by

Peter Leonard

Group Chairman

1[st] Ashtead (Pelham) Scout Group

1[st] Ashtead (Pelham) Scout Group

– Trustees of the Group 2020-2021

(Executive Committee of the Group Council)

Chairman – Mr Peter Leonard

Group Scout Leader – Mr Malcolm McKee – Secretary Mr Steve Biglin Treasurer – Mr Bryan Bailey

Section Leaders:

Mrs Julie Bird – Explorers Mr Alan Minister – Douglas Troop Mr Paul Brown – Gardiner Troop Mr Joe Bird – Clarke Troop Mr Richard Holmes – Red Pack Mr John Wright – Brown Pack Mrs Alice Davis – Grey Pack Mrs Felicity Hewitt – Jubilee Beavers Mrs Sarah Minister – Black Beavers Mrs Melanie Dunn – Yellow Beavers

Nominated:

Mr Julian Hagley Mr Aubrey Fox Mrs Jo Williams

Elected:

Mr Martin Riddle Mr Robert Marlow

Group Registration Number with the Scout Association – 5904 Group Registered Charity Number – 305770 Bankers: Lloyds Banking Group, Ashtead, Surrey. Contact Name and Address: Mr Malcolm McKee, 26 Moat Court, Ashtead, Surrey KT21 2BL. Headquarters Address: Woodfield, Ashtead, Surrey KT21 2RL. Tel: [phone]