Annual General Meeting
18[th] March 2024
6:30-7:30pm
Scout Hut
Meeting Agenda
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Introduction and welcome - AK
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Apologies for absence - LW
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Approval of the minutes of the Annual General Meeting held on 27/03/2023 - AK
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Governance topics:
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a. Adopt the Scout Group’s Constitution (appended) – AK/NG
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b. Note the Scout Group’s financial year – BT
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c. Agree the number of members to that may be elected to the Trustee Board – AK/NG
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d. Agree the quorum of the Trustee Board meetings – AK/NG
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Review of the previous year
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a. Group Scout Leaders Report - NG
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b. Chair’s Report - AK
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Election of members to the Group Trustee Committee
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a. Approval of GSL’s nomination of Group Scout Chair - NG
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b. Elect the Scout Group Secretary - NG
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c. Elect the Scoup Treasurer - NG
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d. Elections of members to the Trustee Board - NG
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e. To confirm the Section Leaders of the Scout Group will to be Ex-Officio members of the Trustee Board - NG
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f. To appoint an independent auditor – NG – propose Alex Latham-Boal
Chair’s Report 2024 – Allie Klein, Volunteer Group Chair
I’m delighted to introduce our 2024 Annual Report, which summarises the activities of each of the sections within the group over the last year – I hope you enjoy reading it!
This has been my second year as Group Chair and it’s still I role I find extremely rewarding and feel proud and privileged to do. It’s also been another exciting year – one in which we have designed and got planning permission for a new Scout Hut – it’s going to be awesome – out next challenge is to raise the money to build it!
This report is my opportunity to thank the leaders, adult helpers and young leaders for their continued enthusiasm and hard work that allows the weekly meetings to happen and bring such enriching opportunities to the lives of our young members. I’d also like to thank our Trustee Committee (previously known as the Executive Committee), whose role is to look after the administrative side of Scouting, ensuring our finances work, our presence in the community is positive, and our hut and equipment are safe.
It's also time to celebrate our young people who have once more been fantastic this year! They have been involved in all sorts of activities; snorkeling with the Ashbourne Sub Aqua Club, taking place (and coming 1[st] & 2[nd] place!) in the Monopoly Run “Live” in London, participating in Chilly Challenge, rock climbing, star gazing, caving, visiting the local Gurdwara, marching in the remembrance parade, and determining the winner in the ever-famous chip shop challenge! Plus, lots more! I’d like to say a big well done to the young people who have received bronze, silver, gold, platinum and diamond (!) Chief Scout Awards over the last year, a young leader’s belt, and Bronze Duke of Edinburgh Awards – just brilliant – I hope you are as proud of yourselves as we are of you!
As last year, the final part of my report is a plea to you as parents, grandparents, carers & friends of 2[nd] Ashbourne Scouts. For us to continue to provide Scouting opportunities in the future we need you! For all sections to continue we need help with leadership. If, like me, you haven’t been a Scout in your earlier years, this might seem like a huge undertaking. All I can say is that the training, support & encouragement is second to none. Volunteering brings enjoyment, satisfaction, a feel of community and pride towards the opportunities we can give the young people. If working directly with the children is not for you then we also need volunteers to join our Trustee Committee, help with writing and researching fundraising grants, plus the usual help with hut maintenance and gardening! (Not to forget cake making and car washing!)
The year ahead I’m sure will be hard work with the fundraising challenge ahead of us, but we will be driven by the desire for Scouting to continue for the next 80 years in Ashbourne for the benefit of the young people we are proud to call our members.
Allie Klein, Group Chair.
Group Scout Leaders Report – Nigel Gould.
A big thank you to all our leaders, without your dedication the amazing programme of activities for our young members of the group would not be possible. Congratulations to all receiving awards this evening.
A big thank also to our group executive without which the series of fundraising activities and maintenance of the scout hut, site and group equipment would not be possible. I am particularly proud of the efforts of the Santa Sleigh team who took up the mantle of running this Ashbourne institution when the previous organisers stepped away. We raise about £3,000 per year with this event for Ashbourne charities.
Last year I set the group three challenges:
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Get planning permission and funding for a new scout hut.
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Recruit two Scout leaders and two Cub leaders.
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Elect parents of members from each section onto the executive committee ( now known as the Board of Trustees).
In response:
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I am pleased to say that in January of this year we got planning permission for a replacement scout hut. This exciting development will provide a flexible meeting space, with increased storage, in a warm and safe environment that will ensure the future of Scouting in Ashbourne for at least the next 60 years – the current age of the existing hut. We are in the process of working out the exact build costs but have already submitted grant applications and funding requests. We have a small, dedicated team that are leading on the funding for the new hut, but we need further assistance with this. If you can offer any help in this regard, please contact me.
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We have recruited a new team of cub leaders for Panther Pack. Many thanks to Nick Flux who was the leader and continues to help and provide advice to Annie, Colin, and David.
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A copy of the members of the trustee board are appended to this overall report. There is a high proportion of leaders on the trustee board, and we need more parent members.
We are a large group with a large waiting list but by the start of the next term in September we need two new leaders for both scout troops. New jobs and family circumstances mean that the current scout leaders will not be able to run the troops in September, they are happy to help but need a new team to take over the reigns with their, and the groups support. The scout troop numbers have been kept below our maximum to try and lessen the workload which accounts for the reduction in scout numbers for this year. The success of the new leadership team with Panther Cub Pack shows how rewarding a leadership role can be. Part of this success was the recruitment of a new team of leaders that can learn and progress together, with the help of the more experienced group leaders. I encourage anyone interested to contact me direct so I can explain the leadership role in more detail.
My targets for next year:
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Recruit at least 4 new scout leaders, for both scout troops.
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Have raised at least £200,000 towards the new hut construction and sent out tenders to builders for the work.
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Recruit at least 4 parents to the board of trustees.
The year ahead has many exciting possibilities, but we need further help to ensure that we reach out to as many young people as possible.
The table below shows the annual census returns for 2001 to 2024. Excluding Explores we have 133 members, 19 leaders and 5 adults in governance roles. There has been a changeover of leaders and a correlating reduction of 9% in membership numbers since last year.
From September 2023 the leadership team consisted of:
| Section | Section Leader | Assistant Leaders / Section Assistants |
Young Leaders | Meeting Day |
|---|---|---|---|---|
| Pine Beaver Colony |
Sian Morgan- Jones |
Rob Wood Martin Plaister Louise Yeomans |
Olivia Mlot Irene Threlfall Chloe Pullum Jessica Allsop |
Monday |
| Panther Cub Pack |
Annie Plews Colin Webster David Blackhurst |
Nick Flux | Lewis White | Monday |
| Falcon Explorer Unit |
Sam Taylor | Ewan Godfrey Claire Williams Kim Fellows Millie Watkins |
Monday | |
| Puma Cub Pack |
Gill Elliott | Mary O’Halloran-Brown Rachel Evans |
Tuesday | |
| Cedar Beaver Colony |
Robert Spruce | Terry Egerton Claire Knox Tom Styles Sean Driscoll |
Izzie Harrison | Wednesday |
| Pioneer Scout Troop |
Ali Jones | Sarah Stelfox | Wednesday | |
| Pathfinder Scout Troop |
Allan Rennie | Jim Webster Joe Tinks |
Thursday |
Group Scout Leader – Nigel Gould
Group Sectional Assistant – Nick Longley
Group members have participated in many activities with their Section during 2022/23 and these are detailed in the following Section reports.
Treasurer’s Report – Beth Threlfall, Volunteer Treasurer
Firstly, may I offer my thanks to Michael Hyde for auditing the 2022 accounts, and for his support over the last few years. He has indicated that he is no longer able to support us in this way, the Exec has agreed to my proposal to use Alex Latham-Boal for the audit of the 2023 accounts.
At the close of 2023 the group finances are in a good position with £87,657.36 in the combined accounts. The expenditure was higher than 2022 due to the settlement of the Jamboree payments, hut maintenance and initial works related to the planning application for the new hut. A Hut Fund account towards the replacement hut project stands at £60,826.70.
The net income for the year was £50,258.06, including £20,488 in membership fees and £3,678.68 from gift aid. Our fundraising team raised £8,579.39 from the Santa Float, pop up cafes and various activities across the year.
£12,177.95 was spent on insurance, utilities and maintenance for the hut. This was higher than 2022 as further work was carried out to ensure the hut could be used until funds are in place to replace it.
Various group activities were well attended including Group Camp, St Georges Day and Splash Landings. The opening up of the event to other uniformed groups provided an income of £1,316 to the group.
The accounts have been presented for auditing, with no concerns found.
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2023 2022
Income
Activities - Pathfinder Troop 516.00 0.00
Activities - Puma Pack 65.00 0.00
Donation 500.00 1,175.00
Events 1,973.00 3,730.00
Events - Beavers 1,485.00 0.00
Events - Cubs 1,322.00 1,206.90
Events - Explorers 10.00 0.00
Events - Group Camp 3,693.20 292.00
Events - Scouts 1,846.50 2,240.73
Events - Splash Landings 4,262.00 1,930.00
Explorer Membership Fees 3,895.00 3,985.73
Fundraising 8,579.39 5,424.85
Gift Aid 3,678.68 13,807.32
Membership Fees 16,593.00 14,467.40
Uniform 12.00 0.00
WSJ25 1,827.29 14,303.01
Expense
2023 Meetings - Pine 195.00 0.00
2023 Meetings - Pioneer 109.00 0.00
Activities - Cedar Colony 104.75 0.00
Activities - Panther Pack 69.00 0.00
Activities - Pathfinder Troop 262.00 230.00
Activities - Pathfinder Troop 1,218.81 0.00
Activities - Pioneer 550.00 0.00
Activities - Pioneer Troop 314.00 0.00
Activities - Puma Pack 456.68 0.00
Activities - Puma Pack 0.00 85.00
Admin 20.82 47.00
Badges 0.00 656.33
Bank Fees 74.40 53.60
Camping Equipment 165.64 621.93
Capitation Fees 8,234.00 6,600.00
Events 2,566.29 5,066.68
Events - Beavers 1,448.00 700.00
Events - Cubs 1,470.58 450.00
Events - Group Camp 4,877.61 0.00
Events - Scouts 1,884.00 2,920.65
Events - Splash Landings 2,946.00 1,816.60
Falcon Explorer Unit 1,010.00 1,020.00
Fundraising 3,503.79 456.44
Insurance 1,694.43 1,578.41
Meetings - Cedar Beaver Colony 64.00 19.00
Meetings - Panther Pack 677.51 505.91
Meetings - Pathfinder Troop 276.09 297.41
Meetings - Pine 125.80 88.00
Meetings - Pioneer Troop 114.75 413.20
Meetings - Puma Pack 10.00 658.15
Meetings - Scouts 250.00 0.00
Membership Costs 30.00 20.00
OSM Fees 1,064.69 877.62
Postage 0.00 11.97
Rent 278.00 0.00
Uniform 3,679.11 3,789.96
Utilities 1,626.42 1,583.84
Venue Maintenance 8,857.10 4,065.89
Website 180.00 180.00
WSJ25 8,065.00 10,804.46
Account balances
NAT WEST Activity Account 13,491.21 20,338.14
NATWEST Buildings Account 13,339.45 75,534.43
The 2nd Ashbourne Hut Fund 60,826.70 0.00
Summary
Account balance brought forward 95,872.57 78,927.68
Total income 50,258.06 62,562.94
Total expenditure 58,473.27 45,618.05
Net income -8,215.21 16,944.89
Account balance carried forward 87,657.36 95,872.57
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Pine Colony Report – Beavers
We have had another fun year packed with exciting activities and a few challenges!
In the Summer, we spent as much time as we could outside, visiting Carsington for bird watching and Go Beyond for fire lighting and games. Some of Beavers enjoyed their night away at Group Camp, taking part in some more adventurous activities and spent 2 nights away. At the end of the term, we were visited by the Fencing SASU which was great fun. What a way to end the term!
We attended Beaver Bonanza where hundreds of Beavers from over the County attended. This was a great opportunity to meet Beavers from other groups and take part in the activities around our Scout Camp Site in Derby.
During the Autumn Term, we had a couple of challenges in terms of venue when our main meeting place was flooded. Thank you to all of the parents for their understanding while we are in a temporary meeting place.
Lots of our Beavers took part in the Remembrance Day parade and throughout the term we continued our badge work.
We ended the term with a visit to Alter Rock, where the Beavers made us proud by their bravery on the climbing walls, cave simulator and high ropes course.
This year has been an exciting one for the growth of our colony and I would like to say a huge thank you to Rob and Martin for taking over during my maternity leave and for the parents who are supporting them, we could not run these sessions without you.
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Thomas Anders
Alfie Stokes
George Peel
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Cedar Colony Report 2024 – Beavers
Just before Christmas, I was asked by a Leader “but what do Beavers Actually do”? Fair question. Read on to find out.
Last summer we visited Carsington Water to spot birds, did a scavenger hunt on the Rec, learnt how to use a map and a compass and hiked up Dovedale, picking up litter as we went.
The highlight of the summer was the Group Camp at Walesby in Nottinghamshire, where 20 Beavers spent two nights away and participated in several activities including climbing and caving. More than the activities though, the Beavers learn about themselves, for some this is the first time away from home.
We also participated in Beaver Bonanza at Drum Hill in July, where hundreds of Beavers from all over Derbyshire met for a day of fun and games, and a sleepover at Go Beyond at Fenny Bently where we built a fire, cooked marshmallows and sang some campfire songs, led by our GSL Nigel.
Autumn Term started outside, gardening at St. Oswald’s Church as part of the Community Support badge. We visited the dinosaurs at Norbury Primary school and made our own fossils, ran our annual Chip Hike in the dark in the fields above Ashbourne We also learned some basic first aid and what to do in an emergency.
Many of our Beavers took part in the Remembrance Day parade in November with the rest of the Group. It was brilliant to see so many turn out for this special day, and we were very proud of how they behaved. We ended 2023 by decorating a Christmas tree in St. Oswald’s Church and learning some facts about the Church.
This Spring Term we have met the local Police and Mountain rescue, built bridges out of recycling and learnt more about maps. At the end of term, we have a trip to Alter Rock climbing wall in Derby planned to learn how to rock climb. Next Term we will be cycling, navigating and preparing for another Group Camp.
Thankyou as always to Terry and our Young Leader Izzy, and we welcome two new Leaders: Sean and Tom. Welcome and thankyou both for stepping up to help.
Lastly, a huge thank you to all the parents who help us out once or twice a term (or more in some cases), the meetings would not be possible without you.
Issac Mount Bessie Braithwaite Smith– Charlotte Spruce Erin Hilton Ruby Hilton Holly Garnham
Panther Pack Report 2024
There have been quite a few changes to the Panther Pack in the last 12 months. We had several Cubs who moved on to Scouts, we said goodbye to assistants Lucy and Paul and then Nick handed the Leader baton over to Dave, Colin and Annie
Along with the three leaders we have Lewis White, an Explorer Scout who is undertaking his bronze D of E service with us. In the new year we welcomed four new Cubs who have moved on from Pine Beaver Colony – and they have settled in really well. Our current Cub membership stands at 21 with an average weekly attendance of 19.
We had a varied programme over the last year which included a trip to Ashbourne fire station, a tour of St Oswald’s Church, a treasure hunt around our local area and a trip to
Tissington with a go at making a well dressing. We’ve observed the changes over time in Ashbourne and enjoyed listening to first hand tales from Mr Flux senior. We’ve enjoyed abseiling at Mount Cook, climbing at Alter rock and athletics at Osmaston Polo Ground. We’ve hiked along the Tissington Trail and over to each of the Shrovetide Goals. We’ve played games galore both outside and in, and feasted together on tasty Christmas treats at our festive fuddle. We’ve had a go at peeling potatoes with one arm, played with guide dogs and meditated with monks at Etwall. We’ve learned how to tie knots and had a splashing time at Splash Landings. We made budding chefs as we made a two-course dinner at home for our families, and we were as proud as we were soggy at the very wet Remembrance Parade. We’ve given out badges, certificates and rounds of applause and we’ve got SO much more to look forward to in 2024.
We are lucky to have a great pack of Cubs, with willing parents to help when needed – so a big thank you to all involved.
Puma Pack report 2023 – 2024.
Another year has shot past and brought us to this point for report writing. So, what have we been up to?
We have 24 cubs regularly attending the Puma pack meetings.
In the last year Puma’s have achieved 5 Chief Scout Silver awards, earned 226 badges and completed 66 nights away.
Chief scout silver congratulations to: Joseph Sellers, Oscar Marsh, Oliver Reeves, Evan Burton,
Ralph Garnham on this achievement, a well-deserved award for you all.
On a termly basis we have held a pack forum, where the cubs put forward their ideas for the coming term, we have used these ideas for our programme planning. The cubs have been known to put a few ideas which may raise a few eyebrows with Nigel (GSL) and the trustee board if we were to include them! The programme has been varied and has included climbing at Alter rock, a trip to Mount Cook activity centre, pioneering with Paddy from the Scout Active Support team (SASU). We
have had international evenings with Will telling us about his trip to Sweden and the Jamboree contingent talking about their Korean adventures. The pack has been active with try tennis – thanks to Ashbourne tennis club, cycle skills, cricket training and a group went sailing with the Scout sailing team ( it was a very cold, wet and windy day that would have tested the best of sailors) – congratulations to Benjamin Evans who went on to achieve his level 2 sailing after starting with a scout taster session.
Pumas continued their War graves project, under the guidance of Ann and Mary, cleaning the war graves for remembrance and making a poppy display and information folder that is on display in St Oswald’s church.
Puma cubs have had 3 opportunities this year to add to their nights away with our own pack holiday at Rangemore, group camp at Walesby in Nottingham with many trying crate stacking, climbing, archery, shooting, circus skills and finally the sixers and seconders planned their own camp, sorting activities, menu, and equipment for a great weekend at Beaudesert campsite.
We were sad to lose 2 great leaders this year. Michael Pirrie, who has moved to Scotland and Will Threlfall, our young leader, who has moved on to try other things. Both are sadly missed for the ideas, input and inspiration, Pumas wish them both all the best for their Scouting future.
On a more cheerful note we are pleased to welcome Rachel to join the leader ranks, she is already proving an invaluable part of the team.
If you would like to join our team you would be most welcome, there is always something new to learn, something to try or a new adventure to be had.
We would like to thank the parents who have helped us over the last year, attending camps and being there for the regular Tuesday meetings to support the leader team. We could not run the meetings without your help.
My continued thanks go to Mary (Baloo) for her support of all things Puma and also to Allie and her team on the Trustee board.
Here’s to another year of adventure, activity, and achievement, I wonder where it will take us!
Pioneer & Pathfinder Troops – 2024
Both Scout Troops have had a fun year and have participated in some exciting activities. Recently Scouts went to London for the day and took part in “Monopoly Live” – it was a very wet day, but they had great fun, and the two teams came in 1[st] and 2[nd] Place! The groups participated in chilli challenge, have taken part in Warhammer games, attended a Burns Supper with a piper, revisited the everfamous chip shop challenge and made Christmas decorations using pyrography! They have played board games, been to splash landings, navigated the escape rooms, represented the Scouts at the Remembrance Parade, been rifle shooting, caving, mountain biking, paddle boarding, and participated in Boarder Hike. What a year!!!
BUT! Due to new jobs, family commitments and changes in circumstance, we have recently been forced to cancel meetings as we are struggling for leaders. Can you help? We need about four new leaders or regular helpers to enable both Troops to continue running and to allow our young members to continue to enjoy such a broad range of experiences. We cannot tell you how much fun it is to be a leader and how rewarding it is – if you are interested, please have a chat to once of our current scout leaders, Ali, Sarah, Alan, Jim and Joe, or Nigel our Group Scout Leader. We cannot continue without your help.
Falcon Explorers Report 2024
This year has been a very full and exciting year for Falcon Explorers, the unit is now made up from thirty-one members and is ever growing. In addition, with support of five amazing leaders.
Throughout this year we have completed some exciting activities, these include Explorer’s elections, up-cycling, pride night, paddle boarding, Warhammer taster, DIY birdboxes, £1 adverts, climbing, and Will Alton’s famous Task Master.
In addition to all the fun and games the unit lent a hand to the local community. This included maintaining the garden of St John’s Church, and supporting the Rotary group over the festive period, - the unit helped sell Christmas trees and sold out in a record time.
The unit has also supported the Scout group with the Santa float, they followed the float, knocked on doors for donations, and spread Christmas joy!
Five members of the troop went to South Korea to the World Scout Jamboree. Despite issues faced when they got out there, they continued to show a positive at ude towards it and made new friends, laughs and memories.
Earlier this year, we completed the Chilli Challenge at Tansley Wood Scout Centre at Matlock. The unit helped maintain the Matlock Scout Centre by painting the outbuilding, clearing paths, and completing general gardening maintenance. The unit then cooked a chilli before spending the night in the cold.
Looking ahead to 2024, we are planning a district trip to Kandersteg Switzerland in summer where are seven explorers and two leaders will be exploring the Switzerland mountain range, woods, and rivers.
Finally, I would like to say thank you to the explorer leaders and their continued hard work in producing a fun filled and exciting programme and the ongoing support to the unit. Thank you, Kim, Ewan, Clare, and our newest member Millie.
The Constitution for 2nd Ashbourne Scout Group.
1. Preamble
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1.1. This constitution describes the role, membership and operation of the Group Scout Council, and the Trustee Board for 2nd Ashbourne Scout Group.
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1.2. In the interest of openness, especially for new members of the Scout Council, the Scout Council should re-adopt their constitution at each Annual General Meeting.
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1.3. This constitution is based on the model Scout Group constitution within the Scouts Association Policy, Organisation and Rules (POR) of April 2023.
2. The Scout Council - membership
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2.1. The Scout Council is the body which has charity governance responsibility for Scouting in the Scout Group. The Trustee Board is accountable to the Scout Council.
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2.2. Membership of the Scout Council does not provide membership of the Scouts.
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2.3. There are three categories of membership of the Scout Council:
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2.3.1. Ex officio
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2.3.2. Nominated
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2.3.3. Right of attendance
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2.4. A Secretary must ensure that nominated and co-opted Scout Council Members are recorded in the minutes of the Scout Council meeting which is normally the Annual General Meeting. Nominated Scout Council members must not be recorded on The Scout Association’s membership system.
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2.5. Ex officio Scout Council members must not be recorded as Scout Council Members on The Scout Association’s membership system.
3. Group Scout Council membership
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3.1. The ex officio members of the Scout Council are:
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3.1.1. all adult members of the Scout Group - see Group roles in the Chapter 16 Roles Table of The Scout Association Policy, Organisation and Rules.
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3.1.2. all Patrol Leaders of the Scout Troops in the Scout Group
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3.1.3. parents and carers of Squirrels, Beavers, Cubs and Scouts in the Scout Group
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3.1.4. Explorer Scouts, if so stated in a Partnership Agreement between the Unit, Scout Group and the District
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3.1.5. parents and carers of Explorer Scouts, if so stated in a Partnership Agreement between the Unit, Scout Group and the District
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3.1.6. the Sponsoring Authority, where there is one, or it’s nominee
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3.1.7. the District Commissioner
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3.1.8. the District Trustee Board Chair
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3.2. The nominated members of the Group Scout Council are other supporters of the Scout Group appointed by the Group Scout Council on the recommendation of the Group Scout Leader and the Group Trustee Board. The number of nominated members must not exceed the number of ex officio members
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3.3. A nominated member of the Scout Council must be appointed for a fixed period not exceeding three years. Subsequent reappointments are permitted.
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3.4. Membership of the Scout Council ends upon:
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3.4.1. The resignation of the Scout Council member
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3.4.2. The member no longer qualifying as a member of the Scout Council
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3.4.3. Dissolution of the Scout Council
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3.4.4. The termination of membership by UK Scout Headquarters following a recommendation by the relevant Trustee Board.
4. Scout Council - Annual General Meeting
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4.1. The Scout Council must hold an Annual General Meeting within six months of the end of the charity’s financial year.
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4.2. The Annual General Meeting must:
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4.2.1. Undertake governance oversight
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4.2.1.1. adopt (or re-adopt) the constitution of the charity.
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4.2.1.2. note the dates of charity’s financial year
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4.2.1.3. agree the number of members that may be elected to the Trustee Board
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4.2.1.4. agree the quorum for each of:
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meetings of the Scout Council
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meetings of the Trustee Board
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meetings of any sub-Committees
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4.2.2. Review the previous year
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4.2.2.1. receive and consider the Trustees’ Annual Report and the annual statement of accounts prepared by the Trustee Board.
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4.2.2.2. The accounts must have completed their examination by an appropriate auditor, independent examiner, or scrutineer (see 5.5.3).
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4.2.2.3. The Trustees’ Annual Report and Accounts presented to the Scout Council must include the formal report prepared by the auditor, independent examiner, or scrutineer.
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4.2.3. Make appointments
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4.2.3.1. approve the Group Scout Leader’s nomination of the Chair of the Trustee Board
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4.2.3.2. approve the Group Scout Leader’s nomination of members of the Trustee Board
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4.2.3.3. elect a Secretary to the Trustee Board.
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4.2.3.4. elect a Treasurer to the Trustee Board
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4.2.3.5. elect Trustees to the Trustee Board
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4.2.3.6. approve the appointment (or re-appointment) of any Presidents or Vice Presidents
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4.2.3.7. appoint an auditor, independent examiner or scrutineer as required
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4.2.4. Following each Annual General Meeting, the Secretary must ensure that: 4.2.4.1. all nominated or elected Trustees are recorded on the membership system, as required by PORs Rule 16.1.3
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4.2.4.2. the Trustee Annual Report and Accounts are filed as described in Rule 5.5
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4.2.4.3. It is good practice for the Trustee Board to verify the draft Minutes of the Annual General Meeting at their first meeting following the Annual
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General Meeting, even though the minutes cannot be formally approved until the charity’s next Annual General Meeting.
- 4.2.5. Governance roles must be distinct to help manage conflict of interest. This means that the roles of Chair and Treasurer must not be combined in any way.
5. Trustee Board – purpose
The Trustee Board is a team of volunteers who work together, as charity Trustees, to make sure the Scouts is run safely and legally. At the heart of their role is a focus on strategy, performance and assurance.
Effective Trustee support helps other volunteers run the Scout programme that gives young people skills for life.
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5.1. Members of the Trustee Board must act collectively as charity trustees of their charity, and in the best interests of the charity’s members.
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5.2. The Trustee Board must act in the charity’s best interests, acting with reasonable care and skill and take steps to be confident that:
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5.2.1. The charity is:
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5.2.1.1. well managed
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5.2.1.2. carrying out its purposes for the public benefit
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5.2.1.3. complying with the charity’s governing document and the law
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5.2.1.4. managing the charity’s resources responsibly
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5.2.2. the charity is operating compliant with POR, including effective management of the Key Policies listed in chapter 2 - The Equal Opportunities Policy, Privacy and Data Protection Policy, Religious Policy, Safeguarding Policy, Safety Policy, Vetting Policy, Youth Member Anti-bullying Policy.
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5.2.3. young people are meaningfully involved in decision making at all levels
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5.2.4. there are sufficient resources (funds, people, property and equipment) available to meet the planned work of the Scout Group including delivery of the high quality programme and resource requirements of the training programme (POR Rule 4.2.2)
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5.2.5. the Scouts has a positive image in the local community
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5.3. The Trustee Board members must themselves collectively:
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5.3.1. develop and maintain a risk register, including putting in place appropriate mitigations
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5.3.2. ensure that the charity’s finances are properly managed, including development and maintenance of appropriate budgets to support the work of the charity
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5.3.3. maintain and manage:
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5.3.3.1. a reserves policy for the charity (including a plan for use of reserves outside the ‘minimum’)
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5.3.3.2. an investment policy for the charity
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5.3.3.3. a public benefit statement for the charity
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5.3.4. ensure that people, property and equipment are appropriately insured, and that any property and equipment owned or used by the charity is properly protected and maintained
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5.3.5. promote and support the development of Scouting in the local area.
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5.3.6. ensure the appointment and management and operation of any subcommittees, including appointing a Chair to lead the sub-committee
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5.3.7. ensure that effective administration is in place to support the work of the Trustee Board
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5.3.8. appoint any Administrators, Advisers and co-opted members of the Trustee Board
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5.3.9. ensure transparency of operation, including:
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5.3.9.1. prepare and approve the Annual Accounts and arrange their examination by an auditor, independent examiner or scrutineer as
- appropriate and as appointed by the Scout Council at their Annual General Meeting -
5.3.9.2. prepare and approve the Trustees’ Annual Report (which must include the Annual Accounts)
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5.3.9.3. present the approved Trustees’ Annual Report and Annual Accounts to the Scout Council at the Annual General Meeting (AGM)
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5.3.9.4. following the AGM, ensure that a copy of the Trustee Annual Report and Accounts is sent to the District Trustee Board administration and, if a registered charity, is filed with the appropriate charity regulator.
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5.3.9.5. take responsibility for adherence to Data Protection Legislation recognising that, dependent on circumstances, it will at different times act as a Data Controller and as a Data Processor
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5.3.9.6. individually and collectively maintain confidentiality regarding appropriate Trustee Board business
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5.3.9.7. where staff are employed:
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act as a responsible employer in accordance with Scouting’s values and relevant legislation
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ensure that effective line management is in place for each employed staff member and that these are clearly established and communicated
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ensure that appropriate specific personnel insurance is in place
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5.4. The Trustee Board must also:
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5.4.1. provide any necessary support to the District Commissioner, when required, to assist the opening, change, merging or closing of sections in the Group
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5.5. The Trustee Board may create sub-committees to manage the work it deems necessary ensuring that:
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5.5.1. the purpose of each sub-committee is clear and has been agreed by the Trustee Board
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5.5.2. each sub-committee of the Trustee Board consists of members approved by the Trustee Board
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5.5.3. the Chair of the Trustee Board is an ex officio member of each subcommittee
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5.5.4. the Group Scout Leader is an ex officio member of each sub-committee
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5.6. Members of sub-committees are not Trustees unless they are members of the Trustee Board.
6. Trustee Board - membership
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6.1. Subject to the conflict of interest rules (see POR Chapter 16 and the definition of ‘conflict of interest in the Definitions chapter), a Trustee may be a member of more than one Trustee Board.
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6.2. Ex officio, nominated, elected and co-opted members of the Trustee Board are charity Trustees of the Scout Group.
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People invited to attend, or with right of attendance, may be present at the meeting but are not charity Trustees and have no voting rights.
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6.3. Certain people are disqualified from being charity trustees by virtue of the Charities Acts. (See POR rule 16.1.1.5).
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6.4. All Trustees must complete training as specified in POR Rule 16.2.1 and the Roles Table.
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6.5. The ex officio members of a Group Trustee Board are:
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The Group Chair
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The Group Secretary (if appointed as a Trustee)
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The Group Treasurer
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The Group Scout Leader
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The Deputy Group Scout Leader
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All persons with a Section Leader role in a Squirrel, Beaver, Cub or Scout section in the Group, subject to that Section Leader stating to the AGM (in writing or orally at the meeting) that they are willing to be an ex officio member of the Group Trustee Board. (See also the introduction to POR Rule 4.6.)
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The Explorer Leader (if stated in a Partnership Agreement), subject to that Explorer Leader expressly indicating to the AGM (in writing or orally at the meeting) that they are willing to perform such a function.
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The Sponsoring Authority or its nominee.
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6.6. Where there are joint role holders (eg for Deputy Group Scout Leader), only one of the joint role holders should be an ex officio member of the Group Trustee Board. This must be decided jointly by the role holders in consultation with the Group Scout Leader and the Group Chair.
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6.7. The elected members of the Group Trustee Board are persons elected by the Group Scout Council at the Group Annual General Meeting. The actual number of persons elected must be the subject of a resolution by the Group Scout Council at their AGM. There must be a maximum of six elected members.
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6.8. The nominated members of the Group Trustee Board are persons nominated by the Group Scout Leader, in consultation with the Group Chair. The nominations must be approved at the Group Annual General Meeting. The number of nominated members must not exceed the actual number of elected members.
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6.9. The co-opted members of a Group Trustee Board are persons co-opted annually by the Group Trustee Board. The number of co-opted members must not exceed the actual number of elected members.
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6.10. The District Commissioner, the District Chair and the County Commissioner all have the right of attendance at meetings of each of the Group Trustee Boards in the Districts in the County.
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6.11. If a Trustee Board Chair, Secretary (if appointed as a Trustee) or Treasurer resigns, then rule POR 16.6.3 must be followed.
7. Trustee Board - Conduct of meetings
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7.1. Only members of a Trustee Board as defined in Section 6 above may vote in meetings of the Trustee Board.
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7.2. At its Annual General Meeting, the Scout Council must make a resolution defining a quorum for meetings of the Scout Council and the Trustee Board and its subCommittees.
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7.3. Decisions are made by a majority of votes cast by those present at the meeting. In the event of an equal number of votes being cast on either side the Chair does not have a casting vote and the matter is taken not to have been carried.
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7.4. In order to discharge their responsibilities, the Trustee Board may meet by telephone and/or video conference as well as face to face when agreed by the appropriate Chair. This includes ‘hybrid’ meetings, where some members join by telephone or video.
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7.5. Electronic voting (such as email) is allowed for decision making of the Trustee Board when deemed appropriate by the Chair (for example, where a pressing matter arises between meetings). In such instances at least 75% of its members must approve the decision, and the outcome of the voting must be reported and recorded in the minutes at the next Trustee Board meeting.
| 2023 | 2022 | |
|---|---|---|
| Income | ||
| Activities - Pathfinder Troop | 516.00 | 0.00 |
| Activities - Puma Pack | 65.00 | 0.00 |
| Donation | 500.00 | 1,175.00 |
| Events | 1,973.00 | 3,730.00 |
| Events - Beavers | 1,485.00 | 0.00 |
| Events - Cubs | 1,322.00 | 1,206.90 |
| Events - Explorers | 10.00 | 0.00 |
| Events - Group Camp | 3,693.20 | 292.00 |
| Events - Scouts | 1,846.50 | 2,240.73 |
| Events - Splash Landings | 4,262.00 | 1,930.00 |
| Explorer Membership Fees | 3,895.00 | 3,985.73 |
| Fundraising | 8,579.39 | 5,424.85 |
| Gift Aid | 3,678.68 | 13,807.32 |
| Membership Fees | 16,593.00 | 14,467.40 |
| Uniform | 12.00 | 0.00 |
| WSJ25 | 1,827.29 | 14,303.01 |
| Expense | ||
| 2023 Meetings - Pine | 195.00 | 0.00 |
| 2023 Meetings - Pioneer | 109.00 | 0.00 |
| Activities - Cedar Colony | 104.75 | 0.00 |
| Activities - Panther Pack | 69.00 | 0.00 |
| Activities - Pathfinder Troop | 262.00 | 230.00 |
| Activities - Pathfinder Troop | 1,218.81 | 0.00 |
| Activities - Pioneer | 550.00 | 0.00 |
| Activities - Pioneer Troop | 314.00 | 0.00 |
| Activities - Puma Pack | 456.68 | 0.00 |
| Activities - Puma Pack | 0.00 | 85.00 |
| Admin | 20.82 | 47.00 |
| Badges | 0.00 | 656.33 |
| Bank Fees | 74.40 | 53.60 |
| Camping Equipment | 165.64 | 621.93 |
| Capitation Fees | 8,234.00 | 6,600.00 |
| Events | 2,566.29 | 5,066.68 |
| Events - Beavers | 1,448.00 | 700.00 |
| Events - Cubs | 1,470.58 | 450.00 |
| Events - Group Camp | 4,877.61 | 0.00 |
| Events - Scouts | 1,884.00 | 2,920.65 |
| Events - Splash Landings | 2,946.00 | 1,816.60 |
| Falcon Explorer Unit | 1,010.00 | 1,020.00 |
| Fundraising | 3,503.79 | 456.44 |
| Insurance | 1,694.43 | 1,578.41 |
| Meetings - Cedar Beaver Colony | 64.00 | 19.00 |
| Meetings - Panther Pack | 677.51 | 505.91 |
| Meetings - Pathfinder Troop | 276.09 | 297.41 |
| Meetings - Pine | 125.80 | 88.00 |
| Meetings - Pioneer Troop | 114.75 | 413.20 |
| Meetings - Puma Pack | 10.00 | 658.15 |
| Meetings - Scouts | 250.00 | 0.00 |
|---|---|---|
| Membership Costs | 30.00 | 20.00 |
| OSM Fees | 1,064.69 | 877.62 |
| Postage | 0.00 | 11.97 |
| Rent | 278.00 | 0.00 |
| Uniform | 3,679.11 | 3,789.96 |
| Utilities | 1,626.42 | 1,583.84 |
| Venue Maintenance | 8,857.10 | 4,065.89 |
| Website | 180.00 | 180.00 |
| WSJ25 | 8,065.00 | 10,804.46 |
| Account balances | ||
| NAT WEST Activity Account | 13,491.21 | 20,338.14 |
| NATWEST Buildings Account | 13,339.45 | 75,534.43 |
| The 2nd Ashbourne Hut Fund | 60,826.70 | 0.00 |
| Summary | ||
| Account balance brought forward | 95,872.57 | 78,927.68 |
| Total income | 50,258.06 | 62,562.94 |
| Total expenditure | 58,473.27 | 45,618.05 |
| Net income | -8,215.21 | 16,944.89 |
| Account balance carried forward | 87,657.36 | 95,872.57 |
Ind•p•nd•nt •xamlner¥ roport to th• tru5teEs of Th• 2 Ashbourm Soouts I report to the trustees on my examination of the accounts of The 2- Ashboume Scouts {the TnJsl} for the year ended 31 Dmber 2023. R•spoh5il>iliti•s and basls of r•port As the charity trustees you are resrM)nsible fr)r the preparation of the &counts in accordance with Ihe requirements of the Chgrrties A( 2011 Ilhe ACY). I report in respect of my examination of the TTusYs accounts ryled out under section 145 01 the 2011 Act and in carrying out my examinalion I have follcprtwj all the appltcable Direct)nS given by the Charity Commission under secbon 145{5)(bl of the Act. Indep•nd•nt •xamin•r% statoment I have completed my examinatr)n. l o)nfiwrn that no material matteTr have come to my attenlion in connection with the examination giving me cause to believe Ihal in any material reste(. 1. accounting records were not kept in respect of the Trust as required by Section 130 of the Act-, or 2. the accounts do not accord wrth those records" or 3. the accounts do not comply with the applicable requirernents fxjncerning the fomi and Content of accounts set out in the Chartties (Accounts and Reports) Regulattons 2008 other than any requirement that the acxounls give a .tn and fair VEW whth is not a matter considered as part of an independent examination. I have no nceM5 and have cx)me OsS no other matters in conrtection wilh the examination to which attention shoukj be drawn in thÉs rep¢)rt in der to enab a proper understanding of the acwunts to be re&h&J. Signed.. Name." Alex Lalham-8oal ACA Address.. 68 Town Streel. DUffierd.DE 4GG Date.. /slz+