2023-03-31-accounts

1[st] Ashtead (Pelham) Scout Group

Annual Report and Accounts 2022-2023

Contents

1. Agenda

2. 2022 AGM Minutes

3. Group Scout Leader’s Report

4. Trustees of the Group 2022-2023

5. Group Chairman’s Report

6. Treasurer’s Report

7. Independent Examiner’s Report

8. Trustee’s Annual Report for Year Ending 31[st] March 2023

9. Group Census 2022-2023

1. Agenda for the Annual General Meeting – Friday 22[nd] September 2023 at 8.30pm.

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 2022-2023 Adoption of the Accounts for the financial year 2022-2023 Election of members to serve on the Group Trustee Board Election of Mr John Ashurst as Independent Examiner Any other business

2. Minutes of the AGM of the 1[st] Ashtead (Pelham) Scout Group held on Monday 26[th] September 2022 at 7.30pm.

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1. Welcome and Introductions by the Chairman

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

2. Apologies for Absence

Steve Biglin David King Nigel Raven Sue Wall

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

The minutes of the 2021 Annual General Meeting were tabled. Adoption of the minutes proposed by Mr Martin Riddle Seconded by Mr Bryan Bailey The minutes were approved with no dissenters.

4. Group Scout Leader’s Report

This can be found in the Annual Report and Accounts documents 2022.

Mr Malcolm McKee put on record his thanks to all the leaders for running section meetings every night of the week and the Group Executive Committee for continuing to give all the support needed to successfully deliver Scouting in Ashtead.

Mr McKee nominated Mr Peter Leonard as Chairman of the Group for his final year in the role. There were no dissenters.

5. Chairman’s Report

This can be found in the Annual Report and Accounts documents 2022.

Mr Peter Leonard gave particular thanks to Mr Rob Marlow and Mr Martin Riddle for all their work over many years, particularly with buildings and transport.

6. Treasurer’s Report and Accounts for 2021-2022

Mr Bryan Bailey, presented the Treasurer’s Report and Accounts. These can be found in the Annual Report and Accounts documents 2022. Mr Bailey thanked Mr John Ashurst for examining the Accounts.

7. Adoption of the Accounts for the financial year 2021 - 2022

Adoption of the Accounts was proposed by Mr Martin Riddle. Seconded by Mr Chris Townsend.

The Accounts were approved. There were no dissenters.

8. Election of Honorary Group President

Mr Chris Townsend was nominated for another year as Honorary Group President.

Proposed by Martin Riddle. Seconded by Bryan Bailey.

8. Election of Members on the Group Executive Committee

Mr Nigel Raven, Mr Aubrey Fox and Mrs Jo Williams were nominated. Proposed by Martin Riddle.

Seconded by Bryan Bailey.

9. Election of Group Secretary

Mr Steve Biglin was proposed by Mr Andy Marlow. Seconded by Mr Bryan Bailey.

10. Election of Group Treasurer

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

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

None

12. Election of Independent Examiner.

Mr John Ashurst was proposed by Mr Andy Marlow. Seconded by Mr Malcolm McKee.

13. Any Other Business

Mr Chris Townsend acknowledged the timeliness of the solar energy project and congratulated the team on its implementation. He asked how the success of the project would be assessed. Mr Bryan Bailey explained that he was close to finalising a deal with a market-leading provider which should leave the project in good financial shape. Mr Riddle explained the monitoring capabilities and opportunities to trade power with the grid.

3. GSL’s Report

It gives us great pleasure to jointly submit this report for the 2023 AGM as Group Scout Leaders of the 1st Ashtead Scout Group. Andrew’s first in the role and Malcolm’s twelfth. This report covers the period from April 2022 to March 2023.

Programme delivery at 1st Ashtead continues to be our key strength every section has had multiple opportunities to camp – through a combination of section-based camps within the group, and supporting district and county events. One of our scout patrols won the district Wayfinder competition which tests camping and scouting skills. Bazzaz provided an exhausting but hugely fun day for the beavers, the return of Scoutabout was an absolute flagship event for the scout section, district camp provided a hugely enjoyable multi-activity shared experience across all sections, cubs combined all three sections for a camp featuring bushcraft skills at Boidierhurst, and scouts went back to basics with a chilly survival based camp at Walton Firs.

Our summer season sat the return of our Norfolk watersports camp for scouts where we delivered kayaking, canoeing and SUP-based sessions using our own equipment and coaches which led to 22 scouts and leaders achieving a British Canoeing qualification. This was the culmination of a summer paddlesports programme which saw us deliver more than 60 sessions for our own sections and others across the district. Not to be out-done the explorers formed the greater part of the district’s contingent at the Kernow international jamboree in Cornwall and took part in an inspiring week of organised activities such as surfing and “Kernopoly”, as well as inventing some of their own.

The group remains well funded and well equipped – with a continuous programme of repairs and improvements in the headquarters and replacement of activity equipment including the purchase of six new kayaks, climbing ropes and harnesses, rifles, tents and expedition equipment. This is a huge credit to the group executive (now Trustee Board) who continue to provide expert support to the group and its operations. The quality of the programme is similarly a credit to the large team of volunteer leaders and section assistants who work tirelessly week after week to deliver the frontline programmes.

We look forward to another great year of scouting.

Andrew Marlow and Malcolm McKee. 1st Ashtead GSL

4. Trustees of the Group 2022-2023

Trustee Board 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 Trustees:

Mr Aubrey Fox Mrs Jo Williams

Elected Trustees:

None.

Changes to the Trustees during the 2023-2024 financial year.

Effective 1[st] October 2023, the following are standing down:

Peter Leonard Bryan Bailey Jo Williams

Effective 1[st] October 2023, the following are joining as Trustees:

Simon Horner-Long - Chairman Jo Nickels – Treasurer Kim Reed – Secretary Adam Slark – Buildings Manager

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]

4. Group Chairman’s Report

In this, my last report as Chairman of the Group Trustee Board, 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 xxx young people and adults which continues to drive a list of financial needs and long-term planning objectives which the Group Trustee Board attempts to manage in a number of ways.

Not long ago, I talked about the benefit we now have from the new boat store and storeroom facilities and our upgraded minibus transport. Our focus and investment have shifted more recently 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. The Board 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 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.

The time has now come for a number of the Board Trustee members to stand down. I would like to, therefore, take this opportunity, to thank those leaving for their friendship and their hard work supporting our Group. Bryan, Steve and Jo W, your work has been incredibly important and central to the group’s expansion of the last few years and our ability to thrive financially whilst taking on several capital projects. We are leaving the group in tremendous shape.

Also, I would like to welcome to the Group our new Chairman, Mr Simon HornerLong, our new Board Secretary, Mrs Kim Reed, our new Board Treasurer, Mrs Jo Nickels, our new Board Buildings Manager, Mr Adam Slark and our new group waiting list manager, Hayley Lovelock.

With volunteering positions, members will always be leaving and creating space for others to ‘give back’ to their communities and consequently we always are extremely interested in any parents of our youth members 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/skills especially in the areas of fund-raising and social events. Next year, we will definitely need two new Trustees to cover the jobs of managing subscriptions and insurance.

Behind the scenes, a lot of work is done week after week, to administer hall rentals, thank you Rob and Sue Marlow , manage the group’s revenue and expenditure, maintain and clean the buildings, thank you Martin and Nigel and the buses thank you Holly Venables update our website and social media and so on. We are always keen to invite new parents onto the Trustee Board should they want to get involved.

Peter Leonard Group Chairman, Trustee Board.

6. Treasurer’s Report – see separate attachments

7. Independent Examiner’s Report – see separate attachments

8. Annual Report of the Trustees for year ending 31st March 2023

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 31st January 2021 was 285. Scout numbers stand at 85, Cub Scouts currently number 89 and Beaver Scouts are 65. This totals 239. Our waiting list for Beaver Scouts remains significant. Overall, the adult leadership numbers 46 with a young person/adult leader ratio of 5.19. The youth male/female balance in the Group currently stands at 191 male and 48 female. These numbers do not include Explorers or Network. The Group is yet to open a Squirrel Scout section.

1st Ashtead (Pelham) Scout Group continues to be the largest of the six Groups in the District. The Group Trustee Board comprises 7 ‘non-uniform’ members, 5 male and 2 female. The following functions are managed by the board: 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 2022 via an online Zoom call. At the end of the 2022-2023 financial year, the Group had reserves amounting to £85,761 . 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 22nd September 2023 and signed on their behalf by

Peter Leonard

Chairman

Group Trustee Board.

1. Group Census

Summary in 1st Ashtead (Pelharnl For the year ending 31st January 2023 Sè¢tlon• Scoiils F * NS T B••¥•iouts F Sl N$ T Cub S¢out F * NS T Al F Sl 149 7 F Sl N$ T F ￿ NS T ItyJIOSMA%htud IP•ham •¢k o o o o o o o o o o o o o o o o o o o o o o o Irwz34 o o o 3 0 o o o o D o o o o o o o IfAM41JJ P￿k o o o 2& 4 Q 0 az o o o o o o o o o o ltyJ14 o o o o o o o o o o o o o 28 3 0 0 31 o o o o o o o o o IriM4¥JT Gwdlnw Tth)p GILY o o D o o o o o O D O O 27 8 0 0 35 o o o D O O O IiWIJB g V Q v o o o o o o o o o o o o I¢JU139 Px Jub5 PÈk o o o o o o o o 32 3 0 0 3S o o o o o o o o o o o o o IriJ51B24 o o o o o 14 b D 0 22 o o o o o o o 1Th151125 Yqllow g V O o o o o o o o o o o 119U28 o o o o o o o o o o o o o o o o o o o o o o TOTAL o o o o o 66 19 0 O as o o o o o o o o Adults Ath•Supwt F ￿ NS T F Sl Pl$ T F * NS T F Sl Ng 7 F Sl 149 T ItyJ10634AshlMd [P•￿M •¢k e•av•rs o o o o o o o o 5 2 0 Ifth4154 o o o o o 2 3 0 o o o o o o o o o o o o P￿k o o o Q D IiW136 Owil o o o o o 3 0 0 o o o o o o o o o o o o o G¥dlr o o o o o o o o o o o o o o o o o o Gi O 0 0 g D o o o o o o liw Px o o o o o o o o o o o o o o o o o o IriJs1124 o o o o o o o o o o o o o o o o o o IM51115 Y•llaw o o o o o o 11OW8 ¢1* o o o o o o o o o o o o o o o o o TOTAL o o o o o 19 17 0 0 36 5 2 0 YOLtrMTOTAL ADULTTOTAL TOTAL Towy F Sl N& T Al F ￿ N8 T F Sl N& T F YA NS T F Sl NS IM10534NJhiMd O D D 7 3 0 o o IfAM4 e•wv 2 0 0 2Q 3 0 0 23 Z 3 Q O S 22 l Q 0 2 20 3 Q 0 23 ityJut3S Pxk 2 0 0 0 2 28 4 0 0 32 2 2 0 0 4 30 0 0 0 36 28 4 0 0 32 IDWIJB T￿Dp Gvdlny Tr4>QP Oi e•av•rs 4 0 0 28 3 O Q Jl 31 3 0 0 34 28 J O 0 31 IiW237 27 4 0 0 35 30 9 Q 0 39 V 4 Q 0 35 It4JU 3 0 0 4 Pxk O D O 3 ts 0 35 4 0 0 35 3 0 0 35 1Th1SlW Jubl Q 2 0 0 2 It4JSle2S Y•ll e•a¥•rs 3 1 0 0 4 18 e o 0 24 2 2 0 0 4 20 a o 0 26 18 e o 0 24 11545IBg T￿Dp 151 18 ts 0 23 25 2D D 0 48 217 0 285 191 48 0 o

For the year ended 31st March 2023 202212023 202112022 Non-MoDet•ryAssets HQBulldlnglat valu8tlon for In$ur4ncel Garage latvaluatlon for Insurincel Concrete Store lat valuotlon for Insurance) All Equlpment lat valuatlon for Insuroncel Cllmbln8Wall lat valu•tlon for Insur•ncel Gas C•ge Otherequlpment Sol•r Panels 751,850 17,425 12,728 56,436 24,275 1,096 3,872 15.960 16.921 11,299 911.862 671.295 15,558 13,572 51.306 22,068 9S5 7,480 14,250 16.921 7,554 820.959 Canoes lat valuatlon for Insurance) Trailer & otherwater sportsequlpment Total Non MoneWAssets MontaryAs5ets LloydsTSB Current kcount Subscriptlon Account LloydsTSBfimeDeposlt Cash Floats Tota Group MonetwyAssets 24,034 88.499 60,000 1.131 86.133 426 88.925 Uabllltles due w5hlnone yew E¥ceptlon)I kcrued EYpen5es Cash Flo•t ¢reditors Total liabilities duewithin on•y•ar 13341 1381 13721 11,8501 11.850) Net mOnet￿A$s*ts 85,761 87,076 Tot4 Asmts 997,623 908.035 Scanned with Anyscanner

Monetary Assets cou Fund blfwd Net r￿eIPts1paymentj Deposlts M•de TransfEr from Sub5 ￿coUnt 88.499 14,4651 160.0001 69,808 13,059 5,632 Fund clfwd 24.034 88.499 ntere5t Oe Fund blfwd Deposlts Made Dep051t Maturlni unt 60,000 Fund ¢lfwd 60,0110 ds Ban sAcc nt Fund blfv New deposlt Transfer to Current Account5 3,630 2.002 15,6321 968 Fund ¢ 968 Scanned with Anyscanner

For the year ended 31st March 2023 202212023 202112022 Membership Fees Donatlon5 Covld Grants Section actlvitles and carnps Fundraising Tax reftjnd IGift Sundry 41.160 39,910 326 12.667 6.702 3,271 8,941 362 4,768 19.186 1,685 9,676 376 8,588 Total Rèc•lpts 80.673 76,946 For the year ended 31st March 2023 202212023 202112022 MembershipC05ts Sectlon activltles and camps Insurance Utllities Monthlycleaning Covid cleanlng climbingwall Insp￿tIon/ malntenanc• her rnalntenance ktlvltyEquipment Bulldings improvement$ Solar Panels Camping Equlpment Other Admlnlstration Transaction fees Badgesand Uniforms Donations Troining Motorvehlcles 16.555 21,506 7,571 5,288 1,734 17,545 10.549 5,939 2,007 1,714 750 1.422 541 3,271 225 10,615 6.369 1.150 11,021 747 1.679 1,909 3,500 1,950 455 2.840 1.258 1.359 2,518 2,20S Pvffl)•nts 81.987 64,205 Net (Pvffl?¢nts)/ R•celptsfr•rth• y•¥ 11,3141 12,741 Scanned with Anyscanner

coun men For the year ended 31st March 2023 202212023 TH15YEAR 202112022 LASTYEAR Tot•1 Recelptsbr theye•r15ee pale 21 80,673 76,946 Total P•ymentsfor thtyear (see page 31 N•t (P•ffjientsll R•¢elptsforthe year 181,9871 11,3141 164.2051 12.741 C•sh. bankand slrnllar fvnds broughtfr*rward 87,076 74,335 Cath. bthkand Slmllarlundsc￿1ed forward Iseepa8e41 85,761 87076 Theabove account and accompanwn8Staternent ofpssetsand Llabllitieswereapproval bythetrusteeson and signed on thelr b•half bv.. Bryan 8allev Group Treasurer Peter Lwnard Group Chairm I h•4eexamlned theaboveaccounts together wlththt rttords ofthe Groupand cwtlfythattheyar? In accord•n¢t therewlth, John Athurst Hon Audltor Scanned with Anyscanner

Independènt Examlner's Report to the Tru818o8 01 the 1•t A•ht••d (P•lh•ml 8coui Group I report on the accounts of Ihg Group lor lh8 ygur gnded 31•1 M8rch 2023 whlch aro 8Ot out In the annu81 ￿port for 202W2023. R•sp•¢tlv• rnspon•lbllllh• of tru•t•e• •nd •x#rnln•r The Charity's Trusleps are rosponglble for the pr6poraUon of the 8¢counl8. The Ch8rlly's Trustees ccmslder thal an 8udll Is nol roqvlTed lor Ihls yoar undor 8ecllon 144121 ol tha Charilies Ad 2011 {Ihe 2011 Acl) 8nd Ihal an IndopgndoTrl Ex8mlnallon18 noeded. It is my r8sponslblNty Io: ex8mlne th8 a￿Ounts under $edon 145 01 the 2011 AGI.. follow ihe procedufes laid down in the General Dlrecllons glven by the Charlty Commission under section 145151{bl of the 2011 Act.. and stale vthelher particular matter5 have come lo my altentlon. Bas1$ of Independ•nt examlnoes r•port My ex8mlnation was carried out Sn a¢cordance wllh th8 generèl Directions glven by th8 Charity Commission. An examination i￿lUdeS a reviaw of the accounting records kept by the Charity and 8 comparison of the accounts presented with those records. It also includes eonsideration of any unusual items or disclosures In the accounts. and seeklng explanations from you as Trustees conceming any such matters. The procedures undert8ken do no¢ provide all the evidence that would be required in an audit. and consequently no Opinic￿ Is given as to whether the accounts present a Irue and falr vievK and the report Is limiled io the Ill8tters set out in the statement bekn¥. Ind•pend•nt Examln•Vs $tslem?nt In c))nnectlon wlth my examlnation, no matt•r has como to my attention.. (1) which gives me reasonabk cause to bdieve that in any material respect the requlrements lo keep accoLthtlng records in accordance with section 130 of the 2011 Act and to prepare accounts which am)rd wilh the accounting records and comply with the accounb'ng requirements Of1￿ 2011 Acl. have not been met; or {2) to whlch. in my opinlon. attention should bg drawn in L￿der ¢0 onable a proper understanding of the a￿unt5 lo be reached. John Ashurst Independent Examiner 29 Bfoadhurst Ashlead Surrey KT21 IQ8 Regtyteyed Charity Number.. 305770 Scanned with Anyscanner