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1[st] Ashtead (Pelham) Scout Group

Annual Report and Accounts 2021-2022

Agenda
2021 AGM Minutes
Group Scout Leader’s Report
Trustees of the Group 2021-2022
Group Chairman’s Report
Treasurer’s Report / Published Accounts
Independent Examiner’s Report
Trustees Annual Report for year ending 31[st] March 2022
Census 2021-2022

1. Agenda for the Annual General Meeting Monday 26th September 2022 at 7.30 pm

https://zoom.us/j/3070343063 Password: 12345

Welcome and Introductions by the Chairman
Apologies for Absence
Approval of the Minutes of last year’s AGM
Group Scout Leader’s Report
Chairman’s Report
Treasurer’s Report and Accounts for 2021 – 2022
Adoption of the Accounts for the financial year 2021 – 2022
Election of Members to serve on the Group Executive Committee
Election of Mr John Ashurst as Independent Examiner
Any Other Business

2. Minutes of the Annual General Meeting of the 1[st] Ashtead (Pelham) Scout Group Monday 20 September 2021 (via Zoom)

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:

Aubrey Fox Jo Williams Rob Marlow.

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

The minutes of the 2020 Annual General Meeting were tabled. Adoption of the minutes proposed by: Ms Julie Bird Seconded by: 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 2020-2021.

Mr Malcolm McKee outlined the plan from New Year 2022 he will be joined as ‘Co-GSL’ by Mr Andy Marlow with a medium/long-term plan for Mr Marlow to become GSL and Mr McKee to focus on his District role.

Mr Malcolm McKee nominated Mr Peter Leonard as Chairman of the Group. There were no dissenters.

5. Chairman’s Report

This can be found in the Annual Report and Accounts document 2020-2021.

6. Treasurer’s Report and Accounts for 2020-2021

The Treasurer, Mr Bryan Bailey presented the Treasurer’s Report and Accounts. These can be found in the Annual Report and Accounts 2020-2021 document.

Mr Bailey thanked Mr John Ashurst for examining the Accounts.

7. Adoption of the Accounts for the financial year 2020 - 2021

Adoption of the Accounts was proposed by: Mr Martin Riddle Seconded by Mr Malcolm McKee .

The Accounts were approved. There were no dissenters.

8. Approval of nominated members of the Group Executive Committee

Mr Julian Hagley, Mr Aubrey Fox, Mrs Jo Williams Proposed by Ms Julie Bird Seconded by Mr Steve Biglin

9. Election of Group Secretary

Mr Steve Biglin was proposed by: Mr Bryan Bailey Seconded by Mr Chris Townsend

3. Election of Bryan Bailey as Group Treasurer

Mr Bryan Bailey was proposed by: Mr Chris Townsend Seconded by Mr Martin Riddle

11. 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 Andy Marlow

12. Election of Mr John Ashurst as Independent Examiner.

There were no other nominations.

Mr Ashurst was proposed by: Mr Martin Riddle Seconded by Mr Bryan Bailey

13. Any Other Business

Mr Martin Riddle outlined plans to research the viability of the installation of solar panels. An initial assessment has been arranged. The GEC will discuss further at the next stage. Mr Chris Townsend urged caution around the selection of the supplier and offered support as required.

Mr Stephen Moss invited everyone to attend the District AGM on September 21st.

Ms Benita Middleton thanked the Group for their success through the difficult year and was pleased to report that other groups in the district have been similarly proactive through the Covid situation.

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

3. GSL’S Report

It gives me great pleasure to submit my report for the 2022 AGM as Group Scout Leader of 1st Ashtead Scout Group, my eleventh annual report in this role.

This report covers the period April 2021 to March 2022 and in this time we restarted face to face scouting and, under increased controls, delivered a number of camps, expeditions, day activities and regular term programmes. From a personal perspective, it was fantastic to return to a proper summer season of kayaking and canoeing in the summer term and summer holiday and run a full (but local) summer camp. We were unable to avoid a very small decrease in group numbers (the first decrease in over a decade) but like the rest of the district and county, our reduction in numbers was much lower than the national trend.

I must pay tribute to the leaders of 1st Ashtead who managed to fully transition within this year from totally virtual scouting, to in person scouting but with restrictions, to fully normal in person scouting. This took considerable dedication and effort and I know that those efforts have not gone unnoticed by our young people and the parent base who are always quick to voice their support and gratitude.

The 1st Ashtead Executive Committee has continued to support active scouting in Ashtead by maintaining the headquarters and equipment to a fantastic level, this includes a winterseason refresh of climbing ropes, additional airguns, replacement kayaks for some that have worn out and two new canoes. The group has also invested in solar panels that over the summer have been generating more electricity than we can use and saving the group money as well as contributing to lowering our environmental impact.

This is likely to be the final report that I write as sole GSL of 1st Ashtead as from now on I will be sharing the role with Andy Marlow. I’m very much looking forward to sharing the duties with him and am also looking forward to another year of fantastic scouting with 1st Ashtead.

Malcolm McKee – 1st Ashtead GSL

4. Trustees of the Group – 2021-2022

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 Aubrey Fox Mrs Jo Williams

Elected:

Mr Martin Riddle

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: 01372-278810

5. Group Chairman’s Report

In this, my 17[th] and penultimate report as Chairman of the Group Executive Committee, 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 and enthusiastic work in enabling our young people to receive, learn from, and have fun with a wide range of activities throughout a pretty packed calendar.

This year, the size of the Group membership stands at 300 young people and adults which continues to drive a list of financial needs and long-term planning objectives which the Group Executive Committee attempts to manage in a number of ways.

Just a year ago, I talked about the benefit we now have from the new boat store and storeroom facilities and its upgraded minibus transport. Since then, our focus and investment have shifted to the main building, with the main hall floor resurfaced, the Kitchen refurbished, a new staircase to the rooms above and a new security lock system. I am pleased to be able to report that these projects have all been carried out and full funded. The Committee has also been in a position to strengthen the Group’s water sports assets with the purchase of new Kayaks and canoes, as well as the more usual bushcraft and camping equipment.

However, the project that has been most impressive and inspiring to those involved has been the, very timely, decision to install solar panels to the roof of the main building and to store our own energy in our own two batteries. This project came out of discussions by the committee to futureproof the Group with one eye on being more sustainable. Helped by grants, the project was run by Martin Riddle, and we hope that the heating, lighting and electricity that we use throughout the winter months will come from our own store with far less cost to the normal utility suppliers. It is also our intention to sell our surplus energy back to the grid.

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.

During the next two years, a number of the Committee members will be standing down. This will leave vacancies for the roles of Chairman, Treasurer, Secretary and Buildings Manager. Hence, we are extremely interested in any parents who feel that they can help the Group, not only with ‘fund-matching’ opportunities for events and Gift aid tax refunds on subscriptions but also with some of their time and talent in the above voluntary job roles or even through job-sharing them.

I would like to thank all my colleagues on the Executive Committee for their time, organisation, commitment and their 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 and the buses, 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

Pubnshed Accoun For the year ended 31st Marth 2022 Total Reeelptsforth ye•r Ip¥ 21 59,4ty).85 14249.70 Tot1 P•ymenti fof th• Yr It•• 31 N•1 IPym•nts) Iwth•y•w 146fi60.021 130542.(61 II7•X8J 11707.65 74,334.73 60,62Y.t 87mS.$6 743xn ls•• pw•41 •ndned on thelrbohifbr. 8ry4n Ball•y Gioup Tre•sur Jp Johh Ashurst P•y1 of5

Recel ts For the year ended 3tst March 2022 2021130 ThtsYEAR 2121 Subscriptions 5¢(¥rtGroup'. Re¢ewedfrom Members 1cytyentr} Less Affiliation Fee 39.910.0) 117545.fy)1 36,275.Tr) 117,468.501 22,365.C ,.50 lthvestmerf l¢)come l A(£ouTrts 230.63 230.63 DOtIOnS Grants 326.02 12.667.Cl) 4.767.50 4.367.46 io,(w.(N) 503.75 Covh4 rdated Use d Hall 17,760.52 14,871.21 Sectior 1522.C 5.180.(M) 6.702.C Fundrai¢)£ ristmas Fair Epsom SC(rts{reW¢s Di8*1 het 1.970.78 1.3(K).ty) 771.chl I433.) 3.270.78 33B.04 Other Income Tax ReThd l()ftAid b$> 8.941.C6 9,578.71 8,94LC6 9578.71 Sundry Recelpts Mi5cellane¢Ju5 Minirtjus FuNIi 273.C•) 88.50 297.36 127.25 36L50 424.61 Totsl Retelpts 59MCQ.85 44.249.70 P8ge2•f5

For the year ended 3tst M•rch 2022 2021 LASTVEAR Premises lRilitieslW•terlG•slErt¥> IL7fj.731 124L641 16.094551 (2.201.451 148720) 16.397.961 1302571 12.OPJ.481 IL7211C¢)I 16.785.601 GeTrer•l Miintenance Mcfith tnIrV of HQ IL74i641 (7Q 110.636361 121.774.261 Acb¥it 14.7(6.351 15,843.•)1 IL562.751 1230.401 110.549.151 I1.793.) Ca1 Equlpment 14243. 1945.1)> ILIS0.CI Sr Pan•15 Proiert 12.CV30.131 Watvspwtsequiwnurt 110,464.70) IJSO.391 118.134.29J I2.>.13} 1262.651 11359.141 s.) 1883.701 140.(V 1191.9)1 Transadkxb fv5 1995311 12,617.101 11170.601 Un6formsl B•5 Re8uLir Unrforms IL696.161 1821.711 11934.47J 1157.741 IU17.8n 12,(V)2.21 12.2(6.LS1 11,621.701 l2.X6.Lj 11.62L701 146.6&X04 I.SQ051 PktA•ctsllPaywits) 13.707.65 P*JÈJrfS

men At 31st Marth 2022 14on MoMt•ry As¥•tt HQ Bld$v¥ l•1 for 67l295. 648594 15,0311KI CorKr•i• Stor• l•t ¥akntb2n for kwanc•l Equwnwit lt ¥ikbatK¥n for aimbry W•ll lai ¥•11 f•r 13572.LYI s¥x. 49571.LKI 21.32LfA) 922.LYI 672 955. 14250.((1 16,921.fAI 7554. 11,562. 4,280.fy) 765.065X) MOniAe¢S 44x78 69,808. 3,630.ts) 10.c#)I [561 10. Petty c•sh 426.44 1,187.31 925.22 74,625.4S Tothl Group As••ts WO.22 74fj25A5 Liabilitiqsdue wihiTr on• y••r C•th Flom <i•dlt IL849.661 12g11721 7U6 74JX7J P•Jb4015

Monetsry Assets )/ THts YEAR s Bank Cuent Account Fund bld 69J(A14 13.058.64 .2.20 9,338.31 230.63 20,CKYJ.CQ Nei weiptslpayments lrterw on tirne deptysit Oepusit Maturir¥ Trnnsfef Imm 5.632. Fund tlfwd 690&.14 nkHi h Interest De Fund blf4¥d Accounts J. 120,(UI.ry)I Oeposil matu Fund tlfvAI s Bank Sub5 account Fund blh¥d 3MI.iXI 2.(NJ2.(X) 15.632.CQl 3,630. TSIttI0 Curreni P¢ourt 3,6al.IL) P8ge5of5

Independent Examinerfs Report to the Trustees of the 1st Ashtead (P•lham) SGoul Group I report on the accounts of the Group forthe year ended 31S1 Marth 2022 which are set out in the annual report for 202112022. RctIve responslbllltles of trustees and examiner The Charity's Tnjstees are responsible for the Preparati of the a¢Lnts. The Charity's Trustees consider that an audit is not required this year under 144{2} of the Charities Act 2011 (the 2011 Act) and thal an Independent Examination is needed. It is my responsibility to: examine the ac£ounts under section 145 of the 2011 Ac( follow the procedures taid down in the General Directions given by the Charity Commission under tIOn 145(5Mb) of the 2011 ACL and $te whether p8rtb)Jlar matters have c¢Jme to my attentK)n. Ba¥ls of Independent examlnefs rewt My examln8tion was c8rried in acc(wdarKe with the genwal Directions given by the Charity CommissM)n. An examination Inde$ a review of the accounting records kept by the Charity and a comparison of the acccwjnts presented wAth those records. It also includes consideratloft of any unusual ttems or disdosures in the acwJnts, and seekg explanations from you as Trustees cOnmIng any such matters. The procedures undertaken do not provide all the evidence that would be requir&J in an audiL and nsequentlY no opinh)n is given as to whether the accounts present 8 Inje and fair vievf and the reFl is limilgj to the matters sel out in the ststement tdow. Independent Examlnefs ststement In conneclh)n wtth my examlnation. no matter has c£Mne to my 8ttention: (11 whlch glves me leasable use to believe thal in any Mat181 reswt the requirements to keep accounting records in accordan with seclKJn 130 of the 2011 Act and lo prepare accounts which accord with the a¢)Unting reLths and ¢cnpty wlth the a(xountlng requirements of the 2011 have not been met. or (21 lo which. In my opinion, attenlion should be drawn in order to enabfe a proper understanding of the a(£ounts to t* reathed. John AshuT5t Independent Examlner 29 BroadhUt Ashtead Surrey KT21 1QB Registered Cbarity Number: 305770

8. Annual Report of the Trustees for year ending 31[st] March 2022

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 provides, 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 300. Scout numbers stand at 86, Cub Scouts currently number 82 and Beaver Scouts are 73. This totals 241. Our waiting list for Beaver Scouts remains significant. Overall, the adult leadership numbers 59 with a young person/adult leader ratio of 4. The Group is yet to open a Squirrel Scout section.

1[st] Ashtead (Pelham) Scout Group continues to be the largest of the six Groups in the District.

The Group Executive Committee comprises 6 ‘non-uniform’ members, 5 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 in September 2021 via an online Zoom call. At the end of the 2021-2022 financial year, the Group had reserves amounting to

£90,969. 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 are 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 26[th] September 2022 and signed on their behalf by