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2024-03-31-accounts

1[st] Ashtead (Pelham) Scout Group

Annual Report and Accounts 2023-2024

Contents

  1. Agenda

  2. 2023 AGM Minutes

  3. Trustees of the Group 2023-2024 and appointments information

  4. Group Chairman’s Report

  5. Group Lead Volunteer’s Report

  6. Treasurer’s Report

  7. Independent Examiner’s Report

  8. Trustee’s Annual Report for Year Ending 31[st] March 2024

  9. Group Census 2023-2024

  10. Agenda for the Annual General Meetng – Friday 20[th] September 2024 at 7:30pm.

  11. Welcome and introductions by the Chairman

  12. Apologies for absence

  13. Governance Topics

  14. a. 2023 AGM Minutes

  15. b. Adopt constitution

  16. c. Note financial year

  17. d. Approve appointed and community members

  18. e. Agree number of members of Trustee Board

  19. f. Agree quorum for future meetings

  20. Review of previous year

  21. a. Chair’s report

  22. b. Group Lead Volunteer’s Report

  23. c. Group Trustee Board Annual Report

  24. d. Treasurer’s Report

  25. Any other business

  26. Minutes of the AGM of the 1[st] Ashtead (Pelham) Scout Group held on Friday 22nd September 2023 at 8.30pm.

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1. Welcome and Introduct i ons by the Chairman

The Group Scout Lead, Mr Andy Marlow, formally opened the meeting, a presentation was given by members of Scouts to feedback on the international Jamboree experience this year.

The Chairman Mr Peter Leonard welcomed everyone to the AGM and introduced the speakers.

2 . Apologies for Absence

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

The minutes of the 2022 Annual General Meeting were tabled.

Adoption of the minutes proposed by Mr Ollie Thornton

Seconded by Mr Parag Patel

The minutes were approved with no dissenters.

4. Group Scout Leader’s Report

This can be found in the Annual Report 2023.

Mr Andy Marlow reported that Ashtead is one of the biggest groups in the country still have a waiting list, this is testament to leadership and trustee board. Andy applauded the way we all get along. Malcom has been asked to share the way we run our programme and share with county as demonstration of how scouting can be run. Andy gave thanks for outgoing members and people of Ashtead who have joined as leaders and trustee board.

Andy Marlow nominated Mr Simon Horner-Long as Chairman of the Group for his first year in the role. There were no dissenters.

5. Chairman’s Report

Chairman Peter Leonard gave his report. This can be found in the Annual Report 2023.

6. Treasurer’s Report and Accounts for 2022-2023

Mrs Jo Nickels, presented the Treasurer’s Report and Accounts on behalf of Mr Bryan Bailey. These can be found in the Annual Report and Accounts documents 2023.

Ms Nickels thanked Mr John Ashurst for examining the Accounts.

7 . Adopt i on of the Accounts for the f i nancial year 2022 - 2023

Adoption of the Accounts was proposed by Mr Alan Minister.

Seconded by Mr Malcom Mckee.

The Accounts were approved. There were no dissenters.

8. Elect i on of Honorary Group President

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

Proposed by Andy Marlow.

Seconded by Paul Brown.

9. Elect i on of Members to serve on the Trustee Board

Proposed by Sarah Minister .

Seconded by Chris Townsend.

Adam Slark, Board Buildings Manager

Kim Reed, Secretary

10. Elect i on of Group Treasurer

Jo Nickels was proposed by Mr Alan Minister.

Seconded by Mr Paul Brown.

11. Elect i on of Independent Examiner.

Mr John Ashurst was proposed by Mr Andy Marlow.

Seconded by Mr Malcolm McKee.

12. Any Other Business

District Commissioner - Stewart Kidd

Fantastic effort to those involved in the Switzerland KIX and Jamboree trips, thank you to those involved in making this happen. One of the scouts took business cards to share contact details with other scouts. Thank you very much to those who are leaving and those that are joining. Matt is our new district chair. Ashtead is the Mercedes S class of scout groups - often leading with examples of practice which are then passed down through other groups.

3. Trustees of the Group 2023-2024

Trustee Board of the Group Council

Chairman – Mr Simon Horner-Long Group Lead Volunteer – Mr Andy Marlow Secretary – Mrs Kim Reed Treasurer – Mrs Jo Nickels

Secton Leaders:

Mr Terry Wharton & Oliver Thornton - 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 Mr Steve Weller – Grey Pack Mrs Felicity Hewitt – Jubilee Beavers Mrs Sarah Minister – Black Beavers Mrs Melanie Dunn – Yellow Beavers

Appointments:

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

Effective 1[st] October 2024, the following are standing down:

Jo Nickels

Efectve 1[st] October 2024, the following are joining as Trustees:

Sarah and Alan Minister, Deputy Group Lead Volunteers Felicity Hewitt (Cub leader) Neil Thornton, Treasurer

4. Chairman’s Report

In this, my first report as Chairman of the Group Trustee Board, I would like to begin with thanking everyone who makes Scouting in Ashtead possible, then move to what has been accomplished this year, and finally mention some changes in roles and critical vacancies.

So, first let me take this opportunity to thank ALL of 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. Every one of you deserves thanks and I want to specially mention Andy Marlow, our Group Scouts Leader, who commits an extraordinary amount of his time and energy outside of his day job to make it all possible with and through his section teams.

I also want to thank the Trustee Board members and Operations Committee members who also freely volunteer to ensure that the charitable organisation enabling the Ashtead Scouts runs smoothly, looking after the finances, investments, facilities and governance aspects. You are all greatly appreciated.

Ashtead, 1st Pelham Scouts continues to be a thriving group and this year has been no exception. As of the end of January we have 239 youth members with 37 adult leaders and 21 young leaders. We continue to be at capacity with waiting lists for most sections.

This year we have focused on consolidating what we have, and ensuring that the work of the Trustee Board has smoothly transitioned to a mostly new team. I’m delighted to say that it has. We have of course ensured that critical maintenance required for the facilities has continued to be done. We have now fully transitioned to using electricity, having finally switched off and decommissioned the gas supply. This has been enabled by the solar power units and refreshed kitchen facilities and is already saving money on utility bills. We have also refreshed the paint in the hall which takes day to day knocks. We have also refreshed tents and other equipment that has been required and have been able to free up storage that was previously occupied by the region.

Early in the year we held what I hope will become an annual strategy and planning day for the Trustee Board, which includes representatives of the section leaders. There is a strategy summary document which is available to anyone who would like to read it. The key points for this meeting are as follows:

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 and Ashtead Village Day.

Finally, I want to mention some changes to the Trustee Board since the last AGM. Firstly, I want to thank Jo Nickels for her stint as Treasurer. It is a demanding role and we thank her for having picked

up the mantel from Brian Bailey after his many years of service. I also want to thank Neil Thornton, who we are electing as the new Treasurer at this meeting, for stepping into the role where Jo’s changing work and personal commitments have meant that she has unfortunately needed to stand down. Neil, I am most grateful and look forward to working with you going forwards.

I also want to thank Aubrey Fox for his many years of service looking after insurance. He is stepping down after transitioning the role over the past few months to Kayne Poole. And we are most grateful to Kayne for taking on this role.

Also, I would like to welcome to the Group our new Subs manager, Caroline Balcombe and thank Jo Williams who has done the role for many years for which we are grateful.

Our new mini-bus manager, Phil Kench has taken over from Holly Venables who continues to lead within Explorers. We thank her for her contribution.

Our new hall bookings manager, Cassie Prins has taken over from Rob Marlow who is by all accounts an institution. We thank Rob and know that he will continue a close association with Scouts.

We still have two key vacancies that we need to fill. One is for a Quartermaster to manage and take care of all the equipment. We envisage that this task really needs a team and so we are looking for someone who can build a team around them for that. The second is for a fundraising manager who can take the lead on the Christmas market and other activities and also look for appropriate grants that may support our bigger capital projects. This could also be a dual role. So please do be in touch if you have any ideas for those roles. We are always keen to invite new parents onto the Trustee Board should they want to get involved.

In conclusion, as we start to move forward on our capital projects like the floor replacement, we need volunteers to lead these specific projects and we would welcome parents getting involved in these areas as well.

Simon Horner-Long, Chairman

5. Group Lead Volunteer’s Report

It is an honour to present my inaugural report for the 2024 AGM as the Group Lead Volunteer of the 1st Ashtead Scout Group. I extend my sincere gratitude to Malcolm for his invaluable support during my transition into this role and for his ongoing contributions to our group. This report covers the period from April 2023 to March 2024.

Programme delivery remains a cornerstone of 1st Ashtead's success. Each section has enjoyed numerous camping opportunities, both through internal group-based camps and participation in district and county events. While our fairly fresh Scout patrols did not repeat last year’s success at the district Wayfinder competition, they showed great skill and determination.

Our Cubs had an exhilarating experience at Scram, where they engaged in a variety of activities that were both exhausting and fun. The district Beaver camp, with its Safari-themed multi-activity experience, was another highlight. Meanwhile, our Scouts embraced a back-to-basics Summer camp

in Dorset, including a memorable visit to Brownsea Island, the site of Baden-Powell's original experimental camp.

Looking ahead, we eagerly anticipate our group camp in June 2024, which will unite all sections for a weekend of camaraderie and adventure. Additionally, another exciting Scoutabout event is on the horizon for our Scout section.

Ashtead continues to lead the District in terms of membership, skills, and experience. Our dedicated volunteers not only train District and County volunteers in essential skills like First Response, survival, archery, and climbing but also generously offer our watersports capabilities when available.

The group remains financially strong and well-equipped, thanks to a continuous programme of repairs and enhancements at our headquarters. This year, we invested in a new trailer for our watersport's equipment, tents, and expedition gear, as well as golf sets. Additionally, we upgraded our hall with a state-of-the-art electric kitchen, fully utilising our solar capabilities and eliminating costly gas charges.

This success is a testament to the efforts of our Trustee Board and Operations Committee, who have managed significant changes this year with the introduction of many new members. Their expert support continues to be invaluable to the group and its operations. The Trustee Board is committed to the future of the group, including plans for future investments in replacing floors and the introduction of the Squirrels section, which will have an impact on our available space.

The quality of our programme is equally a credit to our large team of volunteers, who work tirelessly week after week to deliver frontline activities.

I am excited about the year ahead and confident that together, we will continue to make strides in delivering exceptional scouting experiences. I look forward to another great year of scouting.

Andrew Marlow , 1st Ashtead GLV

  1. Treasurer’s Report

Group TreaAwsRew TrLtstÈe8oard Meetin8. 10th SeNembÈr2024 Monetsryattetpc6hloh. xat SthSÈpt 2024 A￿.24 AL23 45.134 1353 55.INM 95 Lloyd5 T585Lth5cripuonsAcc£)uni FlIMts Time DepJ5ft - 4.0% rnaiuring(kn'24 - 3.8% maluring De¢.24 - 3.8% 95 0a¥not￿e - a.i% maiuring Det'23 20.r Toia 117 li - Fwds 51ightty upon Erd Awl 2023. ust ZD14YfD FulyÈ¥ 2023124 Artu June Z024YfO and Fwecast Membership Fees ÉvÈrtts Iilofe￿n$e5l GiftAid Re 35294 4.kii &433 5.014 U78 .L441 37.572 1670 8A33 10.433 3.267 38362 2.626 36,115 5.419 3.169 L270 9.403 3.267 1585 FUndra￿1r 3.341 1.738 216 Toial Irthme W66 63243 $8869 Affiliate Fee5 AtbvitylActi¥ityequlFYfnt Meetlr MDtorVehlcle tosts lesahd Iwildir maMehaee I￿uranCE Badges 8u4Jinafaiital (hher 1,052 3.123 243 871 3541 1555 ioso I7￿70 18.922 7.913 3.373 1736 8.420 6.530 1793 18.959 7.148 3.503 2253 9.366 6507 2BSS 18873 S￿9 Note 2 Note 3 3.130 4%78 4,975 L744 13.486 6,302 3222 7.457 2315 Note 4 Note i 111 949 1121 a.070 2986 Toial e￿￿tH￿ 73 sa.756 4578 65J NÈtlthtOMe 39.n2 .29.Gn 10.io• 9,66S -7,411 Note 1 2D23124CarAtsI s￿nd f￿a￿d to remo￿1 olps b￿lera)d replxewth Eknal HÈai Note 2 Affiliatioll Fees paid in February 2025 2023l24Spe￿ Induded £7,(XJl r￿￿o￿on a newCaThoÈTraler, Frecast )tknsU.fthon new 8A.5. £L50onllew Freeier Note4 2o23124spe￿ lnthdes£4,S￿deC0ra￿costsAirthe repai￿re0[ hdl interiortA&￿1knrs. Note3 -tinkedto akne- we r￿￿ a 1istofp0tentk￿ MaiNSpe￿ itaThftythe￿art0tr￿dI I￿e(aSt. i.e. replatemèlt of Scouthuilknr resln Costs Ilnked trj mthibÈrshipfÈts and tamp - £8.433 Giftthd -£1,821 Rent Aciknns Floats th be rtctyKHed Membershipto be collected fvorn ra¥Septemter Grantsfor sC￿l F￿r rqilacamerrt 7. Independent Examiner's Report

See attached

8. Trustee’s Annual Report for Year Ending 31[st] March 2024

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 2023 was 239. Scout numbers stand at 85, Cub Scouts currently number 89 and Beaver Scouts are 65. Our waiting list for Beaver Scouts remains significant. Overall, the adult leadership numbers 42 with a young person/adult leader ratio of 0.52. The youth male/female balance in the Group currently stands at 190 male and 64 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 6 appointed roles (Chair, Treasurer, Secretary, Lead Volunteer, Youth Lead and Facilities Manager - 5 male and 1 female. There are 11 co-opted roles who together with the Trustees form the Operations Committee. They manage the following functions: Youth Leader Representation x2, mini-bus management, hall bookings, insurance, subscriptions, electrical maintenance, and waiting lists. A further two roles for fundraising and equipment management are currently vacant.

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 2023 in the Scout Hall. At the end of the 2023-2024 financial year, the Group had reserves amounting to £78,130, which is approximately £7,000 less than last year. Various factors have contributed to this and of course it will factor into our planning and budgeting for the year ahead. 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 20th September 2024 and signed on their behalf by Simon Horner-Long (Chair) and Neil Thornton (Treasurer)

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

Published Accounts (Receipts & Payments/ Assets & Liabilities) For the year ended 31st March 2024

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|||||||| |---|---|---|---|---|---|---| |2023/2024|2022/2023| |THIS YEAR|LAST|YEAR| |£|£| |Total receiptsfor|the|year|(see page2)|71,841.98|80,673.09| |Total paymentsfor|the|year|(see page3)|-79,473.47|81,987.45| |Net|payments for the|year|-7,631.49|1,314.36| |Cash,|bank and|similar funds|brought|forward|85,761.20|87,075.56| |Cash,|bank and similar funds carried forward|78,129.71|85,761.20| |(see page 4)|See|_—_______}|

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The above account and accompanying Statement of[Assets and][Liabilities][ were][ approved][by][ the][ trustees][on] and signed on their behalf by:

Jo Nickels Group Treasurer

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Simon Horner Long
Group Chairman
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| have examined the above accounts together with the records of the Group and certify that they arein accordance therewith.

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a “0 hy Ad vo
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.
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John Ashurst Hon Auditor

Recei For the year ended 31st March 2024 202312024 202212023 Membership Fees Donations Section activities and camps Fundrai5in8 Tax refund (Gift Aid) Sundry Rent 36,115.00 115.98 12,695.59 3,377.68 9,307.97 1,622.01 8,607.75 41,159.63 2.20 19,186.35 1,685.05 9,675.53 376.08 8,588.25 Total recelpts 71,841.98 80,673.09 ments For the year ended 31st March 2024 202312024 202212023 Membership Costs Section activities and camps Insurance Utilities Monthly cleaning Hall redecorating climbing wall inspection / maintenance Electrical Work and Gas Inspectlon Other maintenance New Trailer Activity Equipment Remove Gas Boiler / new Electric heater Solar Panels Camping Equipment Other Administration Transaction fees Badges and Uniforms Donations Training Motor Vehicles 17,819.89 17,282.14 6,301.96 2,889.95 1,967.54 5,509.00 0.00 2,581.80 537,83 7,019.80 1,370.75 7,456,80 0.00 414.33 1,429.95 1,053.03 3,222.12 1,105.00 0.00 1,511.58 16,555.00 21,505.76 7,570.58 5,287.73 1,734.30 0.00 1,422.00 540.62 0.00 3,270.58 0.00 11,021.00 747.00 1,678.61 1,909.16 3,499.82 1,950.00 455.00 2,840.29 Total payments 79,473.47 81,987.45 Net payments for the year -7,631.49 -1,314.36

Statement of Assets and Liabilities For the year ended 31st March 2024 202312024 202212023 Non-monetary assets HQ Buildin£ lat valuation for Insurance) Garage lat Valuation for Insurance) Concrete Store lat valuation for Insurancel All Equipment lat valuation for Insurance) Climbing Wall lat valuation for Insurance) Gas Cage Other equipment Solar Panels 842,072.00 19,516.00 751,850.00 17,425.00 14,255.00 12,728.00 64,071.00 56,436.00 26,702.00 1,228.00 5,313.00 17,875.00 24,275.00 1,096.00 3,872.00 15,960.00 Canoes lat valuation for Insurancel 16,921.00 16,921,00 Trailer & other water sports equipment Total non-monetary a55et5 17,680.80 11,299.00 1,025,633.80 911,862.00 Montary assets Lloyds TSB Current Account Subscription Account Lloyds TSB Time Deposit Cash Floats 76,934.22 1,848.00 0.00 463.49 24,033.96 968.00 60,000.00 1,130.99 86.132.95 Total group monetary assets 79,245.71 Llabllltles due wlhln one year Exceptional Accrued Expenses Cash Float creditors 0.00 -1,116.00 -1,116.00 -333.50 -38.25 Total liabilities due within one year -371.75 Net monetary assets 78,129.71 85,761.20 Total assets 1,103,763.51 997,623.20

Monetary assets Llo ds 8ank Current Account Fund blfwd Net receipts / payments Deposits Made Deposit Maturing 24.033.96 -7.099.74 -60,000.00 120,000,00 88,498.78 -4,464.82 -60,000.00 0.00 Fund clfwd 76,934.22 24.033.96 Llo ds Bank Hi h Interest De Fund b/fwd Deposits Made Deposit Maturing osit Accounts 60,000.00 60,000.00 -120,000.00 60,000.00 0.00 Fund c/fwd 0.00 60,000.00 Llo ds Bank Subs Account Fund b/fwd New deposit Transfer to Current Accounts 968.00 880.00 0.00 0.00 968.00 0.00 Fund clfwd 1,848.00 968.00

Independent Examinerfs Report to the Trustees of the 1st Ashtead (Pelham) Scout Group I report on the accounts of the Group for the year eTKled 31st March 2024 which are set out in the annual report for 202312024. R•sp•ctlve responslbilities of trustees and examlner The Charity's Trustees are responsible for the preparation of the accounts. The Charity's Trustees consider that an audit is not required for this year under section 144(2) of the Charities Act 2011 (the 2011 Act) and that an IrKlependent Examination is needed. It is my responsibilFty to". examine the accounts under section 145 of the 2011 Act; follow the procedures laid down in the General Directions given by the Chartty Commission under section 145(5)(b) of the 2011 Act., and state whether particular matters have come to my attention. Ba51s of Independent examlnerfs report My examination was carried out in accordance with 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 presented with those records. It also indudes consideration of any unusual items or disclosures in the accounts. and seeking explanations from you as Trustees conceming any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit. and consequently no opinion is given as to whether the ac(x)unts present a Irue and fair vieNrf and the report is limited to the matters set out in the ststement below. Independent Examinerfs statement In connection with my examinats'on. no matter has come to my attention: (1) which gives me reasonable cause to believe that in any material respect the requirements to keep accounting records in accordan￿ with section 130 of the 2011 Act and to prepare accounts which accord with the accounting records and ￿mplY with the accounting requirements of the 2011 Act, have not been met. or (2) to which, in my opinion. attention should be drawn in order to enable a proper understanding of the accounts to be reached. John Ashurst Independent Examiner 29 Broadhurst Ashtead Surrey Iff21 1QB Registered Charity Number. 305770