2025-03-31-accounts - 1st Oxted Scout Group

This text was generated using OCR and may contain errors. Check the original PDF to see the document submitted to the regulator.

Trustees' Annual Report

For the period

From (start date)	0	4	3	1	3	2	5

Section A	Reference and administration		details
Charity name Other names the charity is known by Registered charity number (if any) HQ registration number Charity’s principal address
	1st Oxted Scout Group
	Stafford Hut
	Chalkpit Lane
	Oxted
	Postcode	R	H	8	9	N	D

Names of the charity trustees who manage the charity

(These will be published in the annual report of the charity and the Charity Register if reporting for a Registered Charity with a charity regulator)

Trustee Name	Office (if any)	Dates acted if not for whole year
Stephen Helm	Chair	Full Year
Phil Hosp	Lead Volunteer	Full Year
Martin Fay	Treasurer	Full Year
James Church	Secretary	Full Year
Nick Baldwin		Full Year
Amanda Doran		Full Year
Diccon Grayling		Full Year
Simon Sebire		Full Year
Claire Vincent		Full Year

Names and addresses of advisers (optional information but encouraged as best practice)

(These will be published in the annual report of the charity)

Type of advisor Name Address

1 LT700001 (14 September 2024)

Section B	Structure, governance and management
Description of the charity’s trusts Additional governance issues (optional information but encouraged as best practice) The Group is a Trust established under its rules which are common to all Scouts. Trustee selection methods (e.g. trust, association, company) How the charity is constituted 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 charity. 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 Charity Commission as appropriate. The Trustee Board consists of the Chair, Treasurer and 7 Trustees (including 2 Ex Officio Trustees). It meets every 3-4 months and more frequently if required. Members of the Trustee Board complete Being a Scouts Trustee learning within the first 6 months of joining the Board. This Group Trustee Board exists to make sure the charity is well-managed, risks are assessed and mitigated, buildings and equipment are in good working order, and everyone follows legal requirements and the organisation's policies and rules. Their support helps other volunteers run high- quality and safe programmes that gives young people skills for life. You may choose to include additional information, where relevant, about: (e.g. appointed by, elected by) The Trustees are appointed in accordance with the Policy, Organisation and Rules of The Scout Association. Policies and procedures adopted for: a) the induction and training of trustees; b) trustee' consideration of major risks and the systems and procedures to manage them The Group's governing documents are those of the The Scout Association. They consist of a Royal Charter, which in turn gives authority to the Bye Laws of the Association and The Policy, Organisation and Rules of The Scout Association. (e.g. trust deed, constitution) Type of governing document
	The Group's governing documents are those of the The Scout Association. They consist of a Royal Charter, which in turn gives authority to the Bye Laws of the Association and The Policy, Organisation and Rules of The Scout Association.

	The Group is a Trust established under its rules which are common to all Scouts.

	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 charity. 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 Charity Commission as appropriate. The Trustee Board consists of the Chair, Treasurer and 7 Trustees (including 2 Ex Officio Trustees). It meets every 3-4 months and more frequently if required. Members of the Trustee Board complete Being a Scouts Trustee learning within the first 6 months of joining the Board. This Group Trustee Board exists to make sure the charity is well-managed, risks are assessed and mitigated, buildings and equipment are in good working order, and everyone follows legal requirements and the organisation's policies and rules. Their support helps other volunteers run high- quality and safe programmes that gives young people skills for life.

2 LT700001 (14 September 2024)

Section B	Structure, governance and management (continued)
	Risk and Internal 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 identified are: Damage to the building, property and equipment. The Group would request the use of buildings, property and equipment from neighbouring organisations such as the church, community centre and other Scout Groups. Similar reciprocal arrangements exist with these organisations. The Group has sufficient buildings and contents insurance in place to mitigate against permanent loss. Injury to leaders, helpers, supporters and members. The Group through the capitation fees contributes to the Scout Associations national accident insurance policy. Risk Assessments are undertaken before all activities. Reduced income from fund raising. The Group is primarily reliant upon income from subscriptions and fundraising. The group does hold 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 volunteers to run and administer the activities of the group. If there was a reduction in the number of leaders to 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 complete closure of the Group. Reduction or loss of members. The Group provides activities for all young people aged 4 to 18. If there was a reduction in membership in a particular section or the group as 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. The Group has in place systems of internal controls that are designed to provide reasonable assurance against material mismanagement or loss, these include 2 signatories for all payments and a comprehensive insurance policies to ensure that insurable risks are covered and regular health and safety and risk assessments of the properties.

Section B

Structure, governance and management (continued)

Risk and Internal 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
identified are:
Damage to the building, property and equipment. The Group
would request the use of buildings, property and equipment
from neighbouring organisations such as the church,
community centre and other Scout Groups. Similar reciprocal
arrangements exist with these organisations. The Group has
sufficient buildings and contents insurance in place to
mitigate against permanent loss.
Injury to leaders, helpers, supporters and members. The
Group through the capitation fees contributes to the Scout
Associations national accident insurance policy. Risk
Assessments are undertaken before all activities.
Reduced income from fund raising. The Group is primarily
reliant upon income from subscriptions and fundraising. The
group does hold 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
volunteers to run and administer the activities of the group. If
there was a reduction in the number of leaders to 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 complete closure of the Group.
Reduction or loss of members. The Group provides activities
for all young people aged 4 to 18. If there was a reduction in
membership in a particular section or the group as 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.
The Group has in place systems of internal controls that are
designed to provide reasonable assurance against material
mismanagement or loss, these include 2 signatories for all
payments and a comprehensive insurance policies to ensure
that insurable risks are covered and regular health and
safety and risk assessments of the properties.

3 LT700001 (14 September 2024)

Section C	Objectives and activities
Additional details of the objectives and activities (optional information but encouraged as best practice) Youmay chooseto include further statements, where relevant, about: • policy on grantmaking; • contribution made by volunteers; • policy on investments. Public benefit statement All Leaders, helpers and Trustee Board members are volunteers and as such give their time and expertise free of charge. A large number of volunteers are needed to facilitate the work carried out and the Trustee Board are always actively seeking to enrol new volunteers to the Group The Group meets the Charity Commission's public benefit criteria under both the advancement of education and the advancement of citizenship or community development headings. The Purpose of Scouting Scouting exists to actively engage and support young people in their personal development, empowering them to make a positive contribution to society. The Values of Scouting As Scouts we are guided by these values: Integrity -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. Co-operation -We make a positive difference; we co- operate with others and make friends. The Scout Method Scouting takes 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 - learn by doing - share in spiritual reflection - take responsibility and make choices - undertake new and challenging activities - make and live by their Promise. The Group organises and participates in District and Group camps, multiple outdoor activities, educational trips and activities and creates numerous skills learning experiences for Beavers, Cubs and Scouts Summary of the main activities in relation to these objects Summary of the objects of the charity set out in its governing document	The Purpose of Scouting Scouting exists to actively engage and support young people in their personal development, empowering them to make a positive contribution to society. The Values of Scouting As Scouts we are guided by these values: Integrity -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. Co-operation -We make a positive difference; we co- operate with others and make friends. The Scout Method Scouting takes 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 - learn by doing - share in spiritual reflection - take responsibility and make choices - undertake new and challenging activities - make and live by their Promise.

	The Group organises and participates in District and Group camps, multiple outdoor activities, educational trips and activities and creates numerous skills learning experiences for Beavers, Cubs and Scouts
	All Leaders, helpers and Trustee Board members are volunteers and as such give their time and expertise free of charge. A large number of volunteers are needed to facilitate the work carried out and the Trustee Board are always actively seeking to enrol new volunteers to the Group

	The Group meets the Charity Commission's public benefit criteria under both the advancement of education and the advancement of citizenship or community development headings.

Section D	Achievements and performance
Summary of the main achievements of the charity during the year
	The Group has continued to seek to expand the Scouting it offers across Beavers, Cubs and Scouts with a Beaver colony now started in Hurst Green to complement the existing one in Oxted and significantly increased numbers. A minibus has been purchased by the Group in the year expanding the range of activities that the Group can offer. The Group and family members of the young people in Scouting continue to support a number of charitable and fundraising events in the area including bike sales, boot fairs and the pram race.

4 LT700001 (14 September 2024)

Section E	Financial Review
Quantify and explain any designations Details of any funds materially in deficit (circumstances plus steps to eliminate) Further financial review details (optional information) Youmay chooseto include additional information, where relevant, about: • investment policy and objectives; The Group's Income and Expenditure is small and as a consequence does not have sufficient funds to invest in longer-term investments such as stocks and shares. The Group has therefore adopted a low risk strategy to the investment of its funds. All funds are held in cash using only mainstream banks or building societies or The Scout Association's Short Term Investment Service. Reserves Policy • how expenditure has supported the key objectives of the charity; Brief statement of the charity’s policy on reserves The Trustee Board regularly monitors the levels of bank balances and the interest rates received to ensure the group obtains maximum value and income from its banking arrangements. Occasionally this may involve using an account that requires a period of notice before funds may be withdrawn, before doing so the Trustee Board considers the cash flow requirements over that period. • the charity’s principal sources of funds (including any fundraising); The Group's policy on reserves is two fold. Firstly to hold sufficient resources to continue the charitable activities of the group should income and fundraising activities fall short. In this respect the Trustee Board considers that the Group should hold a sum equivalent to 6 months running costs, circa £20,000. Secondly, the Trustee Board considers it appropriate to build up reserves to meet projected capital expenditure and land lease extension requirements which cannot be met by future income. An amount of £25,000 is held in respect of the land lease extension for the site in Oxted and a further £35,000 allocated against projected capital expenditure on identifed, but not committed, projects. In total the reserves held against unrestricted funds as at 31st March 2025 were £80,000. The year end unrestricted cash balance was £86,851 (after accounts not yet paid) which the Trustee Board considers appropriate, when noting the year end outstanding liabilities and the contributions received in advance for activities later in the year. The Group remains committed to investing in improvements to its premises, and has made positive progress on renewing the lease on the Chalkpit Lane site, which will make long term investment viable. Investment Policy The Group has invested in a minibus during the year and improved the security at the Oxted hut including improved fencing and security cameras.	Reserves Policy The Group's policy on reserves is two fold. Firstly to hold sufficient resources to continue the charitable activities of the group should income and fundraising activities fall short. In this respect the Trustee Board considers that the Group should hold a sum equivalent to 6 months running costs, circa £20,000. Secondly, the Trustee Board considers it appropriate to build up reserves to meet projected capital expenditure and land lease extension requirements which cannot be met by future income. An amount of £25,000 is held in respect of the land lease extension for the site in Oxted and a further £35,000 allocated against projected capital expenditure on identifed, but not committed, projects. In total the reserves held against unrestricted funds as at 31st March 2025 were £80,000. The year end unrestricted cash balance was £86,851 (after accounts not yet paid) which the Trustee Board considers appropriate, when noting the year end outstanding liabilities and the contributions received in advance for activities later in the year. The Group remains committed to investing in improvements to its premises, and has made positive progress on renewing the lease on the Chalkpit Lane site, which will make long term investment viable.


	The Group's Income and Expenditure is small and as a consequence does not have sufficient funds to invest in longer-term investments such as stocks and shares. The Group has therefore adopted a low risk strategy to the investment of its funds. All funds are held in cash using only mainstream banks or building societies or The Scout Association's Short Term Investment Service. The Trustee Board regularly monitors the levels of bank balances and the interest rates received to ensure the group obtains maximum value and income from its banking arrangements. Occasionally this may involve using an account that requires a period of notice before funds may be withdrawn, before doing so the Trustee Board considers the cash flow requirements over that period. Investment Policy
	The Group has invested in a minibus during the year and
	improved the security at the Oxted hut including improved fencing and security cameras.

5 LT700001 (14 September 2024)

Stclion F Other Optional Iiiformation Plans for lulure perlods Idelgils of any significant aclivities planned lo achiev ¢heml lllve8tmerrt irn lJ¢ililKgs and Èouipmenl ramains a priority lané the Trustee Board h?5 madè posltlva progres5 on socuring the lease exlenslon for lh& Cha1kprt Lane site whlch they consider is necessary bglore commilting to significant Investment in the propeityl. Mainlalnlno and eypanding the volunteer group Ilfjadert, helpers and other support) Is ossefflllal lo the continued running of ihe Group. Recruitment ol a¢dilion&l ¥olunleefS to help lellver acti¥i1185 across all 5eGb"on8, r•m8lTrs prlortty for th• Group, particularty glven the growing w#iling li81, Soction G Dec13ration The trustees dedare that théy hav• approved the trust, r•port abo¥8 Slgnfjd on b&haif of the charlty'6 tNst••s Signalurelsl Full namelsl PotIon leg Sacretary, Chair} Da rj 6 LT700001 114 Septsmkr 2024)

1st OXTED SCOUT GROUP (Registered Charity No. 305779) Receipts and Payments Account

		Year start date	Year start date	Year end date
	For the year from	1st April 2024	To	31st March 2025

Receipts and payments
Receipts	Unrestricted funds £	Restricted funds Endowment funds £ £ 0 0 0 0 0 0 0 0 0 0 2024/2025		Total funds £	2023/24 Total funds £
Donations, legacies and similar income	18,335 -8,301 10,034 2,462 3,401 11,059 26,956
Membership subscriptions				18,335	17,000
Less: Membership subscriptions paid on(National/County/Area/District)				-8,301	-7,418
Net membership subscriptions retained				10,034	9,582
Donations				2,462	7,254
Legacies
Gift Aid				3,401	3,351
Camp and activity contributions				11,059	10,411
Other similar income		0		26,956
Sub total			0		30,598
Grants	0
Maintenenace grant
Other grants		0		0
Sub total			0		0
Fundraising (gross)	852 852
Bike Sale				852	2,471
Clubs				0	0
Quiz night				0	0
Bag Packing				0	0
Pram race				0	1,000
Other fundrasing		0		0 852	0
Sub total			0		3,471
Investment income	1,744 4,834 6,578
Bank interest				1,744	1,938
Building Society interest
The Scout Association Short Term Investment Service
Property Rent income				4,834	5,809
Other investment income		0		6,578
Sub total			0		7,747
*Total Gross Income* Asset and investment sales, etc. *Total receipts*
	34,386	0	0	34,386	41,816



	34,386	0	0	34,386	41,816

1st OXTED SCOUT GROUP (Registered Charity No. 305779) Receipts and Payments Account

		Year start date	Year start date	Year end date
	For the year from	1st April 2024	To	31st March 2025

Receipts and payments
Payments	Unrestricted funds £	Restricted funds Endowment funds £ £ 0 0 0 0 0 0 2024/2025		Total funds £	2023/24 Total funds £
Charitable Payments	15,505 518 594 6,822 1,758 8,278 2,277 297 0 2,036 370 4,258 0 1,488 12,449 187
Youth programme and activities				15,505	16,744
Adult support and training				518	100
Rent				0
Water and Sewerage				594	437
Electricity and Gas				6,822	6,502
Insurance				1,758	1,785
Repairs and Renewals				8,278	3,260
Materials and equipment				2,277	2,755
Telephone & Broadband				297
Contribution to camp costs				0	0
Uniforms & Badges				2,036	1,480
AGM and trustee expenses				370	532
Cleaning				4,258	4,399
Website				0	0
Banking fees				1,488	1,267
Minibus Purchase & Running				12,449
Other sundry costs				187	54
Sub total	56,837	0	0	56,837	39,315
Fundraising expenses	355 0 0 950 1,305
Bike sale				355	520
Quiz night				0	0
Bag Packing				0	0
Pram Race / Beer Fest Support				950	500
Other fundraising costs		0		0	0
Sub total			0	1,305	1,020
*Total Gross Expenditure* Asset and investment purchases, etc. *Total payments* *Net of receipts/(payments)* Transfers between funds Cash funds last year end *Cash funds this year end*
	58,142	0	0	58,142	40,335



	58,142	0	0	58,142	40,335

	-23,756	0	0	-23,756	1,481
	86,851			0	0
		7,902	0	94,753	93,272
	63,095	7,902	0	70,997	94,753

1st OXTED SCOUT GROUP (Registered Charity No. 305779) Statement of assets and liabilities at the end of the year

	Unrestricted funds £	Restricted funds Endowment funds £ £ 7,902 7,902 0 0 0 0 0 0 0 0 0 31st March 2025	Restricted funds Endowment funds £ £ 7,902 7,902 0 0 0 0 0 0 0 0 0 31st March 2025	Total funds £	2023/24 Total funds £
Cash funds	22,795 40,000 300
Bank current account		7,902		30,697	34,453
Bank deposit account				40,000	60,000
Building society account
The Scout Association Short Term Investment Service				0	0
Cash Floats				300	300
Cash
Total cash funds	63,095	7,902	0	70,997	94,753
Other monetary assets	0
Debts due to Group & items paid in advance				0	1,510
Debts due from the County/Area/District/Group
Contributions paid in advance (District Capitation 2021/22)
Insurance claim/Tax claim
Sub total	0	0	0	0	1,510
Investment assets
Investment property - detail
Quoted investments
Other investments - detail
Sub total	0	0	0	0	0
Non monetary assets for charity's own use	863,747 11,000 35,363
Land and buildings				863,747	836,154
Motor vehicles				11,000
Scouting equipment, furniture etc				35,363	37,718
Other
Sub total	910,110	0	0	910,110	873,872
Liabilities	0
Accounts not yet paid				0	838
Expenses incurred but not invoiced
Subscriptions not yet paid
Loan - detail
Contributions received in advance for events				0
Sub total	0	0	0	0	838

Lond and Bulldlng# PriTrlpal ossels ty the Group are.. Th8 StaffDTd Hall ar¥Y t1 garage. The ka5e for the land on lch buiKlirrJs stands was rewoualed In 2001 for a fLnts 25 years, expimg m 2026. The Green Hal. The lease lur Ihe laThl cn thich the tsJildiryJ stands was feregollaled In 2007. Both assets have been Indujed in Slalement of A5set5 and Liabllties al 1r value for insLffart* PUW8e.
Scoutlng Equlpmort 11 Is not the Group's pollcy to ¢8plalise purchases ol camping any other equipmént beca ol Ihe generaly krN valuè of Item8 PLwchased. EweTrJrtwe on such ilerns In the last 10 years ha5 arnOted to £35363.
R•8•r¥a8 The GrDup'$ policy on reseN8s is two fold. Flrslly lo thid sufflcknt resrceS lo contlnue the chartiable actitieS ol groLV 3uld income lundrai5iro 8tAiiAtles fall Short. In ttri5 respeci the Group Executive CornmilÈ con81ders Ihal Group 5houK4 lYJld a sum equanI lo 6 months costs, clrca £15,000. SecoTrJty, tr Group ExecArtlve Committee w)slders il approprS81é lo tlId re5eNes lo meet prected capltal eypendltLYe LgrKI lease extension reqLlremenls whlch ¢aMot be mel by future iOrne. An amounl of £25.IXIO Is held In this reS¢t of laTrJ lease extension and a fu1her £IS.C¥JO allocated against prolected capital eXpéndrte on idertifpd, t¢ rKJl committed. projects. In lotsl the reserves held againBI lreStCted fur5 as 013181 March 2023 ware £55,CO). The yearend restricted ca$h balanL% was £63,095, vthlch Group Executl¥M Commiliee ¢omider appropriate. R•gtrl¢tod lund• Al 31 March 2025 Growy had £7902 Trri¢lad fur8, of whKh £7.BOO r8laie to tha Rlthard Moore kgaw ond £30218 a rnqmbgrs baJancA. S. Commltm•nts Al 31 Mar¢h 2025 th GfOUP had no sigriflcant commltments, eypenditurè, conllroent HabllilYè8 or obligations. App1 of Accounts lor th• ymr end•d 31st March 2025 The 8c¢oun15 for ar erKled 3151 March 2025, comprl8ing 8 receipts aThJ payments accowtt, a slalement ol assets and Ilabllllies and accomparng Mles. as sel out on pages 7 lo 10, were approved by Il TrLk41ee Boafd on 251h Jurt 2025 and Signed on Iheir behaff ty.. Slepl*n Helm. Chalrman Martin Fay, Tre rer io

Independent examIne8 report to the trustees of 1¥t Oxted Scout Group I report on the accounts of the Group for the year ended 31 March 2025, which are set out on pages 7 to 10. Respactivo rosponsibllitios of trustses and oxaminar The Group's trustees are responsible for the pparatIon of the accounts. The Group's trustees consider that an audit is not required foT this year under section 144(2) of the Charities Act 2011 (the 2011 Act) and that an independent examinaion 18 needed. It is rny responsibility to: examine the aoUnt5 under section 145 of the 2011 Act to follow the procedures laid down in the general Directions given by the commission under section 145{5)(b) of the 2011 Act to state whether particular matters have come to my attention. Basls of independont oxamlnerfs r•port My examination was carried out in accordan with the general Diréctions given by the Charity Commission. An exarnination indudes 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 unusu81 items or disdosuras in the accounts, and seeking explanations from you as trustees concerning 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 accounts present a 'true and fair view, and the report is limrted to those matters set out in Ihe next statement. Independent examlneffs ststsment In connection with my examination, no matter has come to my attention: (1) which gives me reasonable cause to believe that in any material respect the requiremenls: to keep aOUnting records in accordance with section 130 of Ihe 2011 Acl and to prepare accounls which xcord wilh the accounting recortls and comply with the accounting quirementS 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 underStaring of the accounts to be reached. Name.. Tony Martin Qualification., Accountant Address: Stonecroft, Quarry Close, Oxted, RH8 9HG Date: 15th September 2025 11