## **SWANSEA SCOUT & GUIDE HEADQUARTERS** ## **Trustees’ Annual Report** ## **01 April 2024 to 31 March 2025** **Charity contact information:** **SWANSEA SCOUT & GUIDE HEADQUARTERS** _**Regd. Charity No. 524947**_ **Bryn Road Brynmill Swansea SA2 OAU** **tel. no. 01792 466488 email ssghq@btconnect.com** 1 ## **1. Charity Trustees** The Trustees who held office during the year were: Mr Stephen Gallagher, Chair (until 16.01.25) Mr Allen Aldred JP, Treasurer and Co-opted member (until 16.01.25) Mr Robert Gary Evans, Co-opted member (until 16.01.25) Mrs Fiona Fisher, Girlguiding West Glamorgan County appointee (appointed Chair 20.02.25) Mrs Mary Knill, representing County Commissioner Girlguiding West Glamorgan (until 16.01.25) Mrs Sarah Merrifield, Girlguiding West Glamorgan County appointee Mrs Paula Morris, Glamorgan West Area Scout Council appointee Dr Kate Organ, Girlguiding West Glamorgan County appointee Mr Graham Rees-Evans, Area Commissioner, Glamorgan West Area Scouts (until Oct 24) Mr Roger Rees-Evans, Glamorgan West Area Scout Council appointee (until Oct 24) Mrs Diane Taylor, Glamorgan West Area Scout Council appointee Ms Alex Lang, County Commissioner Girlguiding West Glamorgan (from 15.03.25) Ms Nicola Thomas, Girlguiding West Glamorgan County appointee (from 20.02.25) Mr Gareth Watson, Acting Lead Volunteer Glamorgan West Area Scouts (from 16.01.25) Mr Steve Jones, Acting Chair Glamorgan West Area Scouts (from 20.02.25) The following were co-opted to the Committee (as members but not trustees) with effect from 16.01.25: Mr Allen Aldred JP, Treasurer Mr Ian Cockrill Mr Robert Gary Evans Mrs Mary Knill ## **2. Objectives and Activities** The objective of the Charity is to effectively manage and maintain the Swansea Scout and Guide Headquarters on behalf of the Glamorgan West Area Scout Council and Girlguiding West Glamorgan County. In doing so, it is then able to provide safe accommodation for Scout and Guide residential events; provide meeting rooms and space for both adult volunteers and youth members of the Scouting and Guiding Movements; and promote social activities for the benefit of the two Movements. 2 ## **3. Structure, governance and management** The Joint Management Committee is responsible for the management administration of the Swansea Scout and Guide HQ, which is owned jointly by Glamorgan West Area Scouts and Girlguiding West Glamorgan. The Committee consists of an appointed independent Chair (not being an active Scouter or Guider), the appointed Lead Volunteer for Glamorgan West Area Scouts (or his/her representative), the appointed County Commissioner for Girlguiding West Glamorgan (or her representative), three Scouting appointees from Glamorgan West Area Scout Council, and three Guiding appointees from Girlguiding West Glamorgan. The joint Committee has the power to appoint an Honorary Secretary and an Honorary Treasurer from amongst the appointed members, or they may co-opt additional members to fulfil such roles. The Committee may also co-opt other members to carry out specific functions, as they see fit. Co-opted members are not trustees and do not have voting rights on the Committee, and in each case shall serve for a period of time to be fixed upon his or her appointment. The governing document for the Joint Committee is a Declaration of Trust dated 01[st] October 1955 and 07[th] July 1966 and 01[st] October 1975 and a Supplemental Declaration of Trust dated 28[th] June 2013. The Committee can draw up a set of Rules for how it governs its proceedings but nothing in those Rules shall have the effect of overriding any of the conditions of the Declarations of Trust. The Declaration of Trust cannot be amended without the prior agreement of the Scout Association Trust Corporation and Girlguiding. The Committee normally meets every two months and must hold an Annual General meeting within six months of the end of the financial year. The Treasurer shall deliver a verbal or written update on the Charity’s finances at Committee meetings and the AGM and produce Annual Accounts for their approval. The Secretary shall produce Minutes of Committee meetings and the AGM and circulate them to members for agreement. ## **4. Achievements** During this year, the Charity has contributed to achieving its aims by providing the following - Rooms and facilities for 95 Scout and Guide meetings, inc. fun days and discos - Rooms for 346 meetings from outside organisations - Rooms and facilities for around 900 Guides and Scouts during 29 overnight residential events It has also begun the first stage of a major refurbishment of the building by - replacing white goods and equipment in the kitchen - removing obsolete lighting in the stage area and replacing it with LED lighting - installing sensor equipment in the male urinals in order to reduce water usage - replacing camp beds for young people - replacing leaders’ beds - improving the shower room facilities None of this could have been achieved without the commitment and dedication of the small band of volunteers from the Committee who ensure that the everything runs smoothly by setting up rooms and beds for residential events; meeting visitors on arrival and showing them the facilities available; and keeping the building clean and well maintained. ## **5. Financial review** The Charity achieves its objective and carries out its activities by making the building available for hire by the Scouting and Guiding Movements, and by outside organisations, which may include other 3 charities. Hire charges to these outside organisations and charities raise funds to finance the running of the building, enable the Committee to improve the facilities and offer reduced costs of hire to Scouting and Guiding. Hire charges are reviewed annually in the light of the expenses being incurred. Any proposed increase in charges should be agreed by the Committee. During the 2024-25 financial year, the Charity had an operating deficit of £2754.28 (which was completely offset by interest of £3953.06 received from bank deposits), making a final surplus of £1198.78. Income rose by 13%, whilst expenditure rose by 12%, from the previous year. 21% of expenditure this year was spent on the refurbishing of the building and equipment. The Charity does not currently have a reserves policy and continues its aim of accumulating funds with the purpose of continuing the refurbishment of the building. At the end of the 2024-5 financial year, the Charity’s accumulated funds were £131231.87, of which £115000 was deposited in two interest bearing accounts with the Charity Bank and Lloyds Bank. ## **6. Future plans** Around £40000 has been budgeted in the next financial year for carrying out energy savings and improving safety measures within the building - replacing strip lighting in rooms with LED lighting - changing the heating configuration so that less energy is spent on heating unused rooms - installing self-closing fire doors to residential rooms - installing additional fire safety measures throughout the building - replacing the existing front door to improve security of the building A sub-committee has been set up to examine all these options, prepare a project plan and wherever possible, to apply for grants to assist with costs. ## **Signed on behalf of the Charity Trustees** Fiona Fisher Chair of the Swansea Scout & Guide HQ Date: 4 SWANSEA SCOUT & GUIDE HQ JOINT MANAGEMENT COMMIThEE ANNUAL ACCOUNTS YEAR ENDED 31" MARCH 2025 REGISTERED CHARIry NO. 524947 TRUSTEES AND PRINCIPAL OFFICERS The trustees who held Offi￿ during the year were: Mr Stephen Gallagher. ChaTr lurttil 16.01.25) Mr Allen Aldred JP. Treasurer (until 16.01.25) Mr Robert Gary Erans, Cfropted member (until 16.01.251 Mrs Fiona Fisher. Girlguiding West Glamorgan County appointee (appointed Chair 20.02.25} Mrs Mary Knill. repre*nting County Commissioner Girlguiding West Glamorgan {until 16.01.25) Mfs Sardh Merrifield. GTrlguiding West Gfamorgan Couftty appoTntee Mrs Paula Morris, Glamorgan West Area Scout Council appointee Dr Kate Organ. Girlguiding West Glamorgan County appointee Mr Graham Rees-Evans. A￿3 Commissioner Glamorgan West Area Scout Council luntil Oct 241 Mr Roger Rees-Evans, Glamorgan West Area Scout Council appointee (until Oct 24} Mrs Diane Taylor. Glamorgan WestArea Smut Counal appoÈntee M5 Alex Lan& County Commissioner Girlguiding West Glamorgan lfrom 15.03.25) Ms Nicola Thomas. GTrlguiding West Glamorgan County appointee (from 20.02.251 Mr Gareth Watson. Acting Lead Volunteer GlaMo￿an West Area Scouts (from 16.01.251 Mr Steve Jones. Acting Chair Glamorgan West Area Scouts {from 20.02.25} The following were co-opted to the Committee { as members but not tn￿tee$) with effect from 16.01.25= Mr Allen Aldred JP, Treasurer Mr lan Cockrill Mr RobertGary Ewans Mrs Mary Knill SWANSEA SCOUT & GUIDE HEADQUARTERS JOINT MANAGEMENTCOMMrrFEE I report to the trustees on my examination of the accounts of the above charity for the year ended 31" March 2025. Responsibilities and basis of report A% the charty's trustee5. you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 {°the Acr). I report in re5pett of my examination of the Charitls accounts carried out under section 145 of the 2011 Att and in carrying out my examination. I have followed all the applicable Directions given by the Charity Commission under section 145{5}(b} of the Act. Independent examiner's I have completed my examinatton. I confirm that no material matters have statement come to my attention in connection with the examination which gives me cause to bettevethat in. any material respett: the accounting records were not kept in accordance with section 130 of the Chaiities Att. or the 3ccounts did not accord with the accotsnting records; or the accounts did not comply with the applicable requirements Con￿mIng the form atxl contsnt of accounts set out in the Cha". ities (Accounts and Reports) Regulations 21x18 other than any requirement that the accounts grve a 'true and fairf view which is not a matter considered as part of an independent exaimination. I have no concerns and have come across no other matters in connection with the examination to which atten:ion should be drawn in this report in order to enable a proper understsnding of the accounts to be reached. Signed: Name of Examiner: Peter Muxworthy MBE JP FCA Date: SWANSEA SCOUT & GUIDE HQ JOINT MANAGEMENTCOmMf￿EE BALANCE SHEEf AS AT 31" MARCH 2025 ASSETS 2025 2024 Cash at Uoyds Bank Current account £16231.87 £15033.09 Deposit Accounts Uoyds {12month Fixed) £30000.00 £30000.00 Chartty Bank {12month Fixed) £60(100.(KJ £85000.00 Charity B3nk (42day Notice) £25000.00 £131231.87 £130033.09 ACCUMULATED FUNDS As of 31" March 2024 £13Th)33.09 Surplus 2024125 £ 1198.78 £131231.87 SWANSEA SCOUT & GUIDE HQ JOINT MANAGEMENT COMMIThEE MANAGEMENT ACCOUNT 2024125 2025 2024 3953.06 Bank account interest 1847.77 3953.06 1847.77 Balance from Income & Expenditure Account (2754.28) (2721.59) 1198.78 Surplus/{Deficit) for the year {873.82) SWANSEA SCOUT & GUIDE HQ JOINT MANAGEMENT COMMIThEE INCOME & EXPENDITURE ACCOUNT 2024125 2025 INCOME 2024 1493.00 7018.50 18436.50 352.00 561.82 Room Hire- Scouts and Guides Room Hire- Residentials Room hire- Outside Organisations Donations Reimbursements 1960.00 5652.00 16225.00 325.00 514.88 27861.82 Total Income 24676.88 2025 EXPENDtruRE 2024 3956.21 2581.73 1220.79 1600.00 3389.54 700.14 2196.90 3653.98 Electricity Gas Telephone & Broadband Water Rates Building Insurance Safety & Security Cleaning & Hygiene Services Maintenance & Building Improvements Maintenance of Grounds Sundries HQ Refurbishment Project 3808.97 5784.33 1031.07 1460.50 3308.59 607.04 1106.75 6669.20 3955.00 2757.75 864.27 6404.01 30616.10 Totsl Expenditure 27398.47 (2754.28) Surplus / (Deficrt) (2721.59) SWANSEA SCOUT & GUIDE HQ JOINT MANAGEMENT COMMIThEE ANNUAL ACCOUNTS YEAR ENDED 31" MARCH 2025 REGISTERED CHARIry NO. 524947 TRUSTEES AND PRINCIPAL OFFICERS The trustees who held Offi￿ during the year were: Mr Stephen Gallagher. ChaTr lurttil 16.01.25) Mr Allen Aldred JP. Treasurer (until 16.01.25) Mr Robert Gary Erans, Cfropted member (until 16.01.251 Mrs Fiona Fisher. Girlguiding West Glamorgan County appointee (appointed Chair 20.02.25} Mrs Mary Knill. repre*nting County Commissioner Girlguiding West Glamorgan {until 16.01.25) Mfs Sardh Merrifield. GTrlguiding West Gfamorgan Couftty appoTntee Mrs Paula Morris, Glamorgan West Area Scout Council appointee Dr Kate Organ. Girlguiding West Glamorgan County appointee Mr Graham Rees-Evans. A￿3 Commissioner Glamorgan West Area Scout Council luntil Oct 241 Mr Roger Rees-Evans, Glamorgan West Area Scout Council appointee (until Oct 24} Mrs Diane Taylor. Glamorgan WestArea Smut Counal appoÈntee M5 Alex Lan& County Commissioner Girlguiding West Glamorgan lfrom 15.03.25) Ms Nicola Thomas. GTrlguiding West Glamorgan County appointee (from 20.02.251 Mr Gareth Watson. Acting Lead Volunteer GlaMo￿an West Area Scouts (from 16.01.251 Mr Steve Jones. Acting Chair Glamorgan West Area Scouts {from 20.02.25} The following were co-opted to the Committee { as members but not tn￿tee$) with effect from 16.01.25= Mr Allen Aldred JP, Treasurer Mr lan Cockrill Mr RobertGary Ewans Mrs Mary Knill SWANSEA SCOUT & GUIDE HEADQUARTERS JOINT MANAGEMENTCOMMrrFEE I report to the trustees on my examination of the accounts of the above charity for the year ended 31" March 2025. Responsibilities and basis of report A% the charty's trustee5. you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 {°the Acr). I report in re5pett of my examination of the Charitls accounts carried out under section 145 of the 2011 Att and in carrying out my examination. I have followed all the applicable Directions given by the Charity Commission under section 145{5}(b} of the Act. Independent examiner's I have completed my examinatton. I confirm that no material matters have statement come to my attention in connection with the examination which gives me cause to bettevethat in. any material respett: the accounting records were not kept in accordance with section 130 of the Chaiities Att. or the 3ccounts did not accord with the accotsnting records; or the accounts did not comply with the applicable requirements Con￿mIng the form atxl contsnt of accounts set out in the Cha". ities (Accounts and Reports) Regulations 21x18 other than any requirement that the accounts grve a 'true and fairf view which is not a matter considered as part of an independent exaimination. I have no concerns and have come across no other matters in connection with the examination to which atten:ion should be drawn in this report in order to enable a proper understsnding of the accounts to be reached. Signed: Name of Examiner: Peter Muxworthy MBE JP FCA Date: SWANSEA SCOUT & GUIDE HQ JOINT MANAGEMENTCOmMf￿EE BALANCE SHEEf AS AT 31" MARCH 2025 ASSETS 2025 2024 Cash at Uoyds Bank Current account £16231.87 £15033.09 Deposit Accounts Uoyds {12month Fixed) £30000.00 £30000.00 Chartty Bank {12month Fixed) £60(100.(KJ £85000.00 Charity B3nk (42day Notice) £25000.00 £131231.87 £130033.09 ACCUMULATED FUNDS As of 31" March 2024 £13Th)33.09 Surplus 2024125 £ 1198.78 £131231.87 SWANSEA SCOUT & GUIDE HQ JOINT MANAGEMENT COMMIThEE MANAGEMENT ACCOUNT 2024125 2025 2024 3953.06 Bank account interest 1847.77 3953.06 1847.77 Balance from Income & Expenditure Account (2754.28) (2721.59) 1198.78 Surplus/{Deficit) for the year {873.82) SWANSEA SCOUT & GUIDE HQ JOINT MANAGEMENT COMMIThEE INCOME & EXPENDITURE ACCOUNT 2024125 2025 INCOME 2024 1493.00 7018.50 18436.50 352.00 561.82 Room Hire- Scouts and Guides Room Hire- Residentials Room hire- Outside Organisations Donations Reimbursements 1960.00 5652.00 16225.00 325.00 514.88 27861.82 Total Income 24676.88 2025 EXPENDtruRE 2024 3956.21 2581.73 1220.79 1600.00 3389.54 700.14 2196.90 3653.98 Electricity Gas Telephone & Broadband Water Rates Building Insurance Safety & Security Cleaning & Hygiene Services Maintenance & Building Improvements Maintenance of Grounds Sundries HQ Refurbishment Project 3808.97 5784.33 1031.07 1460.50 3308.59 607.04 1106.75 6669.20 3955.00 2757.75 864.27 6404.01 30616.10 Totsl Expenditure 27398.47 (2754.28) Surplus / (Deficrt) (2721.59)