## **Annual General Meeting** 

## **31[st] March 2025 6:00-7:00pm** 

## **Scout Hut** 

## **Meeting Agenda** 

1. Introduction and welcome - AK 

2. Apologies for absence - LW 

3. Approval of the minutes of the Annual General Meeting held on 18/03/2024 - AK 

4. Governance topics: 

   - a. Reaffirm the Group Constitution – AK 

5. Review of the previous year 

   - a. Group Scout Leaders Report - NG 

   - b. Chair’s Report - AK 

6. Election of members to the Group Trustee Committee 

   - a. Approval of GSL’s nomination of Group Scout Chair - NG 

   - b. Elect the Scout Group Secretary - NG 

   - c. Elect the Scoup Treasurer - NG 

   - d. Elections of members to the Trustee Board - NG 

   - e. To confirm the Section Leaders of the Scout Group will to be Ex-Officio members of the Trustee Board - NG 

   - 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 3[rd] year as Volunteer Group Chair and it’s a role I still find extremely rewarding and feel proud and privileged to do. 

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 people. I’d also like to thank our Trustee 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. Finally, I’d like to say a huge thank you to our Group Lead Volunteer, Nigel, and our Deputy Group Lead Volunteer, Sarah – the enthusiasm, commitment and passion they have for Scouting is contagious and I thoroughly enjoy working with them – 2[nd] Ashbourne Scouts is exceptionally lucky to have them. 

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; Group Camp, Chilli Challenge, a Youth Hostel weekend in Castleton, Border Hike, a summer watersports camp in Brixham, a day out at Gulliver’s Kingdom and they aced the Monopoly Run in London again. They’ve also made a positive contribution to the community. The Cubs were presented with a Mayor’s Award for their effort in the maintenance of Commonwealth War Graves, and they made an impressive contribution to the Remembrance Parade. Our young people have also ventured farther afield having joined other Explorer Scouts in Kandersteg, Switzerland, and also cycled with other Scouts in the Netherlands! 

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 feeling of community and pride towards the opportunities we can give the young people. If working directly with the young people 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 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, Volunteer Group Chair. 




## **Group Lead Volunteer 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 Board of Trustees without which the series of fundraising activities and maintenance of the scout hut, site and equipment would not be possible. 

On the 4[th] September 1946 2[nd] Ashbourne Scout Group was formally registered with UK Scouting HQ in London.  There has been a Scouting presence in Ashbourne for several decades before this including the formal registration of 1[st] Ashbourne Scout Group on the 11[th] July 1934 – which in turn became 1[st] Osmaston Scouts in 1947. **2[nd] Ashourne Scout Group will be 80 years old on the 4[th] September 2026.** What better way to celebrate this milestone with the official opening of our new scout hut.  The Trustees have done the background work and procurement and need the help of the Group, parents, carers, grandparents, old members of the Group and the Town to achieve this goal. We specifically need the following: 

1. An experienced project manager to coordinate the build on site – with the help of the Trustees. 

2. Any grants or funds available from your place of work or community group that would be available to us. 

3. Ground works and drainage. 

4. Pre-cast concrete slabs. 

5. Blocks, bricks and tiles. 

6. Joiners for the internal fit out. 

7. Letters of support to DDDC Planning for the planning application to vary the design – application number:  25/00222/VCOND 

My targets for last year were: 

1. Recruit at least 4 new scout leaders, for both scout troops. 

   - a. We have recruited a large number of leaders but require more. 

2. Have raised at least £200,000 towards the new hut construction and sent out tenders to builders for the work. 

   - a. We are halfway towards this target. 

3. Recruit at least 4 parents to the board of trustees. 

   - a. Successfully done and thank you to the new trustees. 

My challenges for the next 12 months are: 

1. Fundraise, grants and gift aid for a grant total of £650,000. 

2. Begin the development of the new scout hut. 

3. Recruit 2 Beaver Leaders and 2 Scout Leaders. 

4. Start a new Squirrel Dray, for 4- to 6-year-olds. 




The table below details our membership numbers for the last 12 months: 


The table below shows the change in membership over the last 25 years: 





The table below lists the leaders and sections: 

|**Section**|**Section Leader**|**Assistant Leaders / Section**<br>**Assistants**|**Young Leaders**|**Meeting**<br>**Day**|
|---|---|---|---|---|
|**Pine Beaver**<br>**Colony**|Sian Morgan-<br>Jones|Martin Plaister<br>Joe Stenson|Olivia Mlot<br>Irene Threlfall<br>Chloe Pullum<br>Jessica Allsop|Monday|
|**Panther**<br>**Cub Pack**|Annie Plews<br>Colin Webster|Tom Peel<br>Tom Jordan<br>Sean Price||Monday|
|**Falcon**<br>**Explorer**<br>**Unit**|Sam Taylor|Ewan Godfrey<br>Claire Williams<br>Kim Fellows<br>Millie Watkins||Monday|
|**Puma Cub**<br>**Pack**|Gill Elliott|Mary O’Halloran-Brown<br>Rachel Evans<br>Sean Driscoll|Jasmine<br>Hurlstone<br>Isobelle Twigge|Tuesday|
|**Cedar**<br>**Beaver**<br>**Colony**|Victoria Mannion|Tom Styles|Bertie Latham-<br>Bowles|Wednesday|
|**Pioneer**<br>**Scout Troop**|Ali Jones|Nick Longley<br>David Blackhurst<br>Rob Spruce||Wednesday|
|**Pathfinder**<br>**Scout Troop**|Anna Luhar<br>Ben Brocklehurst|||Thursday|
|Group Lead Volunteer – Nigel Gould<br>Assistant Group Lead Volunteer – Sarah Stelfox|||||



The year ahead has many exciting prospects and I look forward to working with you all to achieve our key aims. 

Yours in Scouting 

Nigel 




## **Treasurer’s Report – Beth Threlfall, Volunteer Treasurer** 

Firstly, may I offer my thanks to Alex Latham-Boal for auditing the 2023 accounts, we propose using him again for the 2024 accounts audit. 

At the close of 2024 the group finances are in a good position with a balance of £94,668.61 in the combined accounts. The Hut Fund account towards the replacement hut project stood at £69,772.54 

The net income for the year was £52,397.91, including £15,568.62 in membership fees and £2,486.85 from gift aid. Our fundraising team raised £8,070.44 from the Santa Float, pop up cafes and various activities across the year. 

Below is a chart showing where our expenses were in comparison to 2023. 


**----- Start of picture text -----**<br>
25000<br>20000<br>15000<br>10000<br>Sum of 2023<br>5000 Sum of 2024<br>0<br>**----- End of picture text -----**<br>


Various group activities were well attended including Group Camp, St Georges Day and Splash Landings. 

The accounts have been presented for auditing. 




||**2024**|**2023**|
|---|---|---|
|**Income**|||
|Activities - Pathfinder Troop|0.00|516.00|
|Activities - Puma Pack|1,696.00|65.00|
|Donation|1,100.00|500.00|
|Events|1,001.00|1,973.00|
|Events - Beavers|0.00|1,485.00|
|Events - Cubs|691.00|1,322.00|
|Events - Explorers|0.00|10.00|
|Events - GroupCamp|4,692.00|3,693.20|
|Events - Scouts|11,357.00|1,846.50|
|Events - Splash Landings|2,310.00|4,262.00|
|Explorer MembershipFees|3,425.00|3,895.00|
|Fundraising|8,070.44|8,579.39|
|Gift Aid|2,486.85|3,678.68|
|MembershipFees|15,568.62|16,593.00|
|Uniform|0.00|12.00|
|WSJ25|0.00|1,827.29|
||||
|**Expense**|||
|2023 Meetings - Pine|132.00|195.00|
|2023 Meetings - Pioneer|0.00|109.00|
|Activities - Cedar Colony|283.00|104.75|
|Activities - Panther Pack|454.16|69.00|
|Activities - Pathfinder Troop|84.00|1,218.81|
|Activities - Pathfinder Troop|0.00|262.00|
|Activities - Pine Colony|215.00|0.00|
|Activities - Pioneer|0.00|550.00|
|Activities - Pioneer Troop|221.47|314.00|
|Activities - Puma Pack|1,315.77|456.68|
|Admin|58.00|20.82|
|Badges|150.05|0.00|
|Bank Fees|56.80|74.40|
|CampingEquipment|1,115.58|165.64|
|Capitation Fees|7,776.00|8,234.00|
|Events|489.00|2,566.29|
|Events - Beavers|16.50|1,448.00|
|Events - Cubs|755.30|1,470.58|
|Events - GroupCamp|3,820.06|4,877.61|
|Events - Scouts|11,449.03|1,884.00|
|Events - Splash Landings|2,845.00|2,946.00|
|Falcon Explorer Unit|840.00|1,010.00|
|Fundraising|1,992.99|3,503.79|
|Insurance|1,797.24|1,694.43|
|Meetings - Beavers|657.50|0.00|
|Meetings - Cedar Beaver Colony|35.00|64.00|
|Meetings - Panther Pack|0.00|677.51|
|Meetings - Pathfinder Troop|0.00|276.09|
|Meetings - Pine|0.00|125.80|
|Meetings - Pioneer Troop|0.00|114.75|
|Meetings - Puma Pack|12.00|10.00|
|Meetings - Scouts|0.00|250.00|
|MembershipCosts|0.00|30.00|
|OSM Fees|1,045.13|1,064.69|
|Rent|220.00|278.00|
|Uniform|2,873.29|3,679.11|
|Utilities|1,605.32|1,626.42|
|Venue Maintenance|2,867.49|8,857.10|
|Website|203.98|180.00|
|WSJ25|0.00|8,065.00|
||||
|**Account balances**|||
|NAT WEST ActivityAccount|15,464.99|13,491.21|
|NATWEST Buildings Account|9,431.08|13,339.45|
|The 2nd Ashbourne Hut Fund|69,772.54|60,826.70|
||||
|**Summary**|||
|Account balance brought forward|87,657.36|95,872.57|
|Total income|52,397.91|50,258.06|
|Total expenditure|45,386.66|58,473.27|
|Net income|7,011.25|-8,215.21|
|Account balance carried forward|94,668.61|87,657.36|







## Pine Colony Report – Beavers 

It's been another fantastic year for the Pine Beaver Scout Colony, filled with adventure, learning, and fun. We’ve seen our Beavers grow in confidence and skills, and we’re incredibly proud of their achievements. 


A major highlight of the year was our group camp! We had a truly wonderful time, filled with outdoor adventures, campfire songs, and team building activities. The Beavers embraced the challenges of camping and showed great resilience and teamwork. A huge thank you to all the leaders and parent helpers who made it such a memorable experience. 

Our Beavers have been working incredibly hard on their badge work, both in the hut and out in the wider community. We've explored a range of topics, from creative activities to practical skills, and the Beavers have shown great enthusiasm and dedication. 

We were incredibly fortunate to have the local archaeology team visit us. They led a fascinating session, helping the Beavers to complete elements of their Archaeology badge. The Beavers were captivated by the stories and hands-on activities, and we are very grateful to the team for sharing their expertise. 

We are absolutely thrilled to announce that 8 of our Beavers have achieved their Chief Scout Bronze Award! This is a significant accomplishment, demonstrating their commitment, teamwork, and participation in a wide range of activities. Congratulations for this well-deserved recognition. 

Throughout the year, we've enjoyed a diverse programme of activities, including outdoor games and nature walks, creative crafts and art projects, team-building challenges and problem-solving activities, visits to local parks and community events, and learning about safety and first aid. 

The success of our colony is only possible thanks to the dedication and hard work of our leaders and volunteers. Thank you Martin and Joe, as well as Gill, Ryan and Dawn for their tireless efforts in planning and running our meetings and activities. We also want to 




thank all the parents and carers who have supported us throughout the year. 

We are excited about the year ahead and have a fantastic programme planned. We will continue to focus on developing our Beavers’ skills, fostering their teamwork, and providing them with fun and engaging experiences. We are looking forward to more outdoor adventures, badge work, and community involvement. 

It has been a truly rewarding year, and we are incredibly proud of all our Beavers. We look forward to another year of fun, friendship, and adventure. Thank you. 

Sian – Pine Colony Beaver Leader 

## Cedar Colony Report – Beavers 

It’s been another busy year for Cedar Beavers! During the Summer term we were out and about lots– cycling at JCB lake, erecting tents, navigating at Dovedale, visiting the Ice Cream Farm and lighting fires at Pax Ho. Ten Beavers attended Beaver Bonanza at Drum Hill with Rob and Tom – a great day had by all. Lots of Beavers also attended the group camp, having some new experiences and loving joining in. The Summer also saw Terry move on – thanks for your help! 

The autumn term started off with new leader Vicky joining and Rob stepping back into more of an ‘admin support’ role.  We have worked on team skills, community work tidying up the church graveyard and completed many badges – including Navigation for the chip hike!  We had a massive turn out for the Remembrance parade! As is now tradition, we decorated the Christmas tree in St Oswald’s – Beavers really enjoyed the scavenger hunts around the church, and we earnt our Faith badge at the same time.  Sean moved on to help out at Cubs – thanks for all your help Sean! 

The Spring term saw us jetting off into Space and having a number of visitors – Morgause from the Derbyshire archaeology team got us going with our archaeology badge, Richard and Simon came in to show us their Shrovetide balls (quite a coup!) and we also had a trip to the Fire Station.  Spring term will end with a trip to Clip and Climb. 

Over the year, 8 Beavers have achieved their Bronze awards, which is great! Leaders Tom and Vicky have been joined by Nigel for the last term but are still actively recruiting more leaders. Parents have been great at signing up to help out, but we still need more ‘official’ leaders moving forwards…. 







## **Panther Pack Report 2025** 

We have seen yet more changes over the last 12 months here at Panther Pack. The year started with Dave, Colin and Annie at the helm having taken over from Nick. Dave has now moved on to be a leader with Scouts, Annie and Colin have been joined by Tom J, Tom P and Sean. 

In the last year we’ve welcomed 20 new Cubs, most of whom have moved up from Beavers – and they have settled in really well. Our current Cub membership stands at 29 and we are due to say goodbye four cubs at Easter as they move up to Scouts. 

We had a great programme over the last 12 months which has included. 

- Visiting Ashbourne sewage works and making sewage soup. 

- A trip to Carsington to find out what happens to the water there. 

- Whizzing around Darley Moor on our bikes 

- Hikes including Thorp Cloud, Tissington and Mappleton (with chips!) 

- Den building in Bradley Woods 

- A summer campfire at Mount Cook 

- Weeding in the park with the Proud of Ashbourne group 

- A tour of the allotments 

- Learning about our food bank with a visit to the Elim Church 

- Hearing from the Mountain Rescue Team 

- Getting messy making sweet treats for Diwali 

- Roller skating 

- Bringing France to the hut with marshmallow Eiffel towers and stinky cheese 

- End of term parties with games and food 




We’ve given out a whopping 412 badges, and we’ve got plenty more fun times to look forward to in 2025. 

We would love to create some opportunities for sleepovers but haven’t quite got that off the ground yet. We are hoping to arrange a summer hike and picnic in July/August. 

We have a nice group of Cubs, with willing parents to help when needed – so a big thank you to all involved. 









## **Puma Pack report 2024 – 2025.** 

A busy year full of adventure and activity has resulted in Puma pack awarding 11 Chief scouts silver awards and 276 badges.  What an amazing achievement. 


**Chief scout silver award** congratulations to: 

Ben Spruce, Spencer Bowring, Benjamin Evans, Ava Clayton, Isaac Clayton, Olly Lamb, Lily Mlot, Hattie Wood, Abi Longley, Flo De Freitas and Nathan Whinnett. 

The pack programme has once again been lead by ideas put forward by cubs at the termly pack forums.  These have proved to be a great resourse of the cubs ideas to help us put a programme together of what interests the cubs.  The ideas certainly make the leaders think, research and be creative when putting programmes together. 

Our weekly programmes have been varied through the year and have included snorkeling with Ashbourne sub aqua club, cricket with a professional coach, pond dipping and bug hunting, climbing at Alter rock, taking part in the RSPB big bird count and the ever-popular Lego challenge night and many more. 

The pack continued to maintain the commonwealth war graves prior to the Remembrance parade, the cubs painted a poppy stone for each grave.  We would like to thank Anne and Mary for their continued help with maintaining this link. 




During the past year we have been away on 3 different nights away experiences. 

Group camp at Beaudesert campsite where the cubs pitched their own tents and took part in activities including kayaking, shooting, archery and climbing. 

Pack holiday at Rangemore site near Barton under Needwood, where we had a theme of Wizards and wizarding, a theme suggested by the cubs at a forum that certainly got the leaders thinking.  We played quidditch, used the sorting hat, attended classes about potion making, learned about mythical creatures, attended defense classes, made broomsticks and had a banquet where everyone wore a wizards hat.  A brilliant weekend just don’t mention fire alarms as it still makes the leaders a little wobbly!!!!! 

And our sixer camp that the cubs planned themselves.  It started well with cubs pitching their tents, cooking their meals and a great game of frizbee golf.  Unfortunately, half way through our archery session the thunderstorm started along with the torrential rain, quickly followed by a storm , the likes of which I don’t think I have ever seen before.  Unfortunately with rivers running across the site and no end to the storm in sight we had to abandon camp and call parents for an early pickup. However, what a wonderful group of sixers and seconders, they just got on with things despite the weather attempt to end the camp. 

We have also had a brilliant day at Gulliver’s kingdom on the county cub day, where cubs really did take over the theme park and many cubs attended the annual Splash landings event. 

This year we have been pleased to welcome Sean Driscoll to our leader numbers and he has chosen the pack name of Bagheera. Welcome to the pack Sean. 

We have also been supported by some great young leaders, initially Will Threlfall and now Jasmine and Izzy.  The pack leaders really appreciate the help and support these young people, helping to plan sort and present the programme on a weekly basis. 

Thank you to the parents who have supported us this year at weekly meetings and attending camps. If you would like to join our leader team you would be very welcome. 

Finally I would like to say a massive thank you to Baloo.  Mary and I have run the pack together for 15 years, Mary has now decided that she will be stepping down from her regular role in the pack, hanging up her woggle.  Baloo you will be greatly missed for your enthusiasm, planning, ideas and organization to mention just a few things.  You will be a hard act to follow. 


## Pioneer Troop 

The past year has been an exciting and memorable one for our Pioneer Scouts, full of fun, challenges, and personal growth. We’ve embarked on numerous adventures, celebrated significant 




achievements, and enjoyed the continued support of our dedicated leaders and parent helpers. This report highlights our key activities, accomplishments, and the spirit of teamwork that has made this year truly remarkable. 

Key Adventures: 

- Brixham Trip: One of the standout adventures this year was our trip to Brixham. The Scouts enjoyed exploring the stunning coastal scenery, engaging in outdoor activities, and learning new skills in a beautiful setting. It was a perfect combination of fun and education, allowing the Scouts to bond and challenge themselves while appreciating nature. 

- Chilly Challenge: The Chilly Challenge was a thrilling experience that tested the Scouts' resilience and teamwork. This event pushed our Scouts out of their comfort zones and helped them develop essential life skills such as perseverance, leadership, and collaboration. 

- Monopoly Run: The Monopoly Run was a fantastic way for the Scouts to engage with their community and work together to complete challenges. With various landmarks and activities to visit, it was an exciting and competitive event that also provided a great opportunity for team-building and problem-solving. 

We are incredibly proud to announce that three of our Scouts have earned their Gold Award this year. This is a significant accomplishment and a testament to their dedication, hard work, and commitment to the Scout program. Achieving the Gold Award represents the culmination of many hours of service, skill-building, and personal development. 

This year, our Scouts have been supported by an exceptional team of leaders who have been instrumental in making our activities engaging and enriching. Their passion, experience, and ability to inspire the Scouts have been invaluable. 

We are incredibly grateful for the ongoing support from our parent helpers. Their time, energy, and involvement in events and activities have made a huge difference. The cooperation between parents, leaders, and Scouts has fostered a strong sense of community and helped us create more memorable experiences for everyone. 

This year has been filled with incredible memories, significant achievements, and a deep sense of camaraderie. The dedication of our Scouts, leaders, and parent helpers has ensured the success of our activities and the personal growth of everyone involved. We look forward to continuing this journey together in the coming year, with even more exciting adventures and opportunities for growth. 

Thank you to everyone who has contributed to this successful year. Here's to many more adventures and milestones ahead! 




## Pathfinder Troop 

The Pathfinder Troop meets on Thursday evening and we currently have 12 Scouts regularly attending with space available for new Scouts. Three new leaders and a young leader have joined the team during the year. 

Our Scouts took part in various 2[nd] Ashbourne camps in the last year including Group Camp and the very successful Brixham Water Sports camp in the summer.   So far in 2025 they have braved the weather to camp out for the Chilly Challenge, along with Pioneer Scouts and been hill-walking around Castleton. 


On Thursday evenings we try to mix evenings based on at the Scout hut and getting out and about.  We started the autumn term with archery at Drum Hill and of course enjoyed the annual trip to Splash Landings. 

A visit from the Chair of the Royal British Legion helped to get the troop ready for Remembrance Day with Scouts learning how professionals march and why we take part in remembrance. 


We’ve learned map reading skills and knots for pioneering challenges as well as covering some first aid. Incident challenge evenings put those Scouts skills to the test. We also tried our hand at some woodwork. 




Cooking themed evenings are popular with Pathfinder Troop.  We tried out recipes from around the world with mixed results.  It turns out there are some budding chefs among the group.  The Scouts are also not too bad at blagging free chips and eating them as well, as proved during the Chip Shop Challenge! 

We’ve also held a number of themed evenings for Halloween and for Shrove Tuesday. 


This term we’ve visited the Fire Station and a number of Scouts earned their fire safety badge.  We were also guests of St Oswald’s church and got to see how the enormous bells are rung. 

## Falcon Explorers Report 

This year has been another action-packed and successful year for Falcon Explorers. Our unit continues to thrive, with our 27 strong unit and a dedicated team of leaders. We have enjoyed a fantastic range of activities, fostering new skills, teamwork, and adventure throughout the year. 

Some of the highlights from our programme over the last 12 months included: 

- Summer Term: Community support at St John’s Church gardening, a scenic Ilam Hall Walk with our Leader Millie who gave us a vast insight of the National Trust site. We also tackled paddleboarding at Tittesworth Reservoir, tested our skills in the Skill Olympics, and engaged in an Incident Hike at Thorpe where Explorers tackled random incidents on a self-navigated walk. 

- Autumn Term: We kicked off with the £1 Adverts Challenge, followed by Climbing at Alter Rock, a Glow Stick Art and Photography Challenge at Osmaston Park. We also prepared for the festive season by creating Santa a Grotto for a festive fundraising event. Our Explorers helped with annual Santa Float by following the float & spreading festive joy and sweets. The year ended on a high with Christmas the annual Sam’s Big Fat Xmas Quiz. 

- Spring Term: To kick off the year the year there was a Murder, which the \Explorers needed to solve on our Murder Mystery night, Followed by a challenging & creative Cardboard Crazy Golf, and life skills sessions like where they learned key Budgeting & money tips for their future careers as well as we got a couple of our talented explorers  to teach the other the fun of Pasta Making. We also took part in the Chilly 




Challenge, a DofE Training Weekend, and a night hike to test our navigation skills. The term wrapped up with a Mother’s Day craft session where we painted our pinch pots & filled them with wax to create a beautiful candle. Sorry Mum’s for their creations. 

Beyond our regular meetings, we also took part in some incredible trips and challenges: 

- Kandersteg, Switzerland: Seven of our Explorers and two leaders embarked on an unforgettable adventure, hiking breathtaking mountain landscapes, swimming in alpine lakes, and embracing the international Scouting spirit at the Kandersteg International Scout Centre. 

- Brixham: A week-long trip filled with water sports and coastal adventures, allowing Explorers to challenge themselves in new environments while building strong friendships. 

- Monopoly Run: A fast-paced, live-action event in London, where our Explorers competed against Scouts and Guides from across the UK using a custom-built app to play Monopoly in real time, navigating the capital city as their game board. 

- Santa Float & Christmas Trees: A key part of our community service, supporting local fundraising efforts over the festive period by helping with the Santa float and selling Christmas trees with the local Rotary Group. 

- Castleton Weekend: A fantastic opportunity for our Explorers to put their navigation and map skills into practice on a weekend trip staying at a Youth Hostel in Castleton, completing challenging walks in the beautiful Peak District. 

Looking ahead, we have a fantastic programme planned, including summer expeditions, new adventure activities and further opportunities for our Explorers to challenge themselves. As always, a huge thank you goes to our incredible leadership team. Kim, Ewan, Clare, and Millie whose dedication makes everything we do possible! 









## **The Constitution for 2nd Ashbourne Scout Group.** 

## **1. Preamble** 

- 1.1. This constitution describes the role, membership and operation of the Group Scout Council, and the Trustee Board for 2nd Ashbourne Scout Group. 

- 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. 

- 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** 

- 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. 

- 2.2. Membership of the Scout Council does not provide membership of the Scouts. 

- 2.3. There are three categories of membership of the Scout Council: 

   - 2.3.1. Ex officio 

   - 2.3.2. Nominated 

   - 2.3.3. Right of attendance 

- 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. 

- 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** 

- 3.1. The ex officio members of the Scout Council are: 

   - 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. 

   - 3.1.2. all Patrol Leaders of the Scout Troops in the Scout Group 

   - 3.1.3. parents and carers of Squirrels, Beavers, Cubs and Scouts in the Scout Group 

   - 3.1.4. Explorer Scouts, if so stated in a Partnership Agreement between the Unit, Scout Group and the District 

   - 3.1.5. parents and carers of Explorer Scouts, if so stated in a Partnership Agreement between the Unit, Scout Group and the District 

   - 3.1.6. the Sponsoring Authority, where there is one, or it’s nominee 

   - 3.1.7. the District Commissioner 

   - 3.1.8. the District Trustee Board Chair 

- 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 

- 3.3. A nominated member of the Scout Council must be appointed for a fixed period not exceeding three years. Subsequent reappointments are permitted. 

- 3.4. Membership of the Scout Council ends upon: 




- 3.4.1. The resignation of the Scout Council member 

- 3.4.2. The member no longer qualifying as a member of the Scout Council 

- 3.4.3. Dissolution of the Scout Council 

- 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** 

- 4.1. The Scout Council must hold an Annual General Meeting within six months of the end of the charity’s financial year. 

- 4.2. The Annual General Meeting must: 

   - 4.2.1. Undertake governance oversight 

      - 4.2.1.1. adopt (or re-adopt) the constitution of the charity. 

      - 4.2.1.2. note the dates of charity’s financial year 

      - 4.2.1.3. agree the number of members that may be elected to the Trustee Board 

      - 4.2.1.4. agree the quorum for each of: 

         - meetings of the Scout Council 

         - meetings of the Trustee Board 

         - meetings of any sub-Committees 

   - 4.2.2. Review the previous year 

      - 4.2.2.1. receive and consider the Trustees’ Annual Report and the annual statement of accounts prepared by the Trustee Board. 

      - 4.2.2.2. The accounts must have completed their examination by an appropriate auditor, independent examiner, or scrutineer (see 5.5.3). 

      - 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. 

   - 4.2.3. Make appointments 

      - 4.2.3.1. approve the Group Scout Leader’s nomination of the Chair of the Trustee Board 

      - 4.2.3.2. approve the Group Scout Leader’s nomination of members of the Trustee Board 

      - 4.2.3.3. elect a Secretary to the Trustee Board. 

      - 4.2.3.4. elect a Treasurer to the Trustee Board 

      - 4.2.3.5. elect Trustees to the Trustee Board 

      - 4.2.3.6. approve the appointment (or re-appointment) of any Presidents or Vice Presidents 

      - 4.2.3.7. appoint an auditor, independent examiner or scrutineer as required 

   - 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 

      - 4.2.4.2. the Trustee Annual Report and Accounts are filed as described in Rule 5.5 

      - 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 




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. 

- 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. 

- 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: 

   - 5.2.1. The charity is: 

      - 5.2.1.1. well managed 

      - 5.2.1.2. carrying out its purposes for the public benefit 

      - 5.2.1.3. complying with the charity’s governing document and the law 

      - 5.2.1.4. managing the charity’s resources responsibly 

   - 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. 

   - 5.2.3. young people are meaningfully involved in decision making at all levels 

   - 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) 

   - 5.2.5. the Scouts has a positive image in the local community 

- 5.3. The Trustee Board members must themselves collectively: 

   - 5.3.1. develop and maintain a risk register, including putting in place appropriate mitigations 

   - 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 

   - 5.3.3. maintain and manage: 

      - 5.3.3.1. a reserves policy for the charity (including a plan for use of reserves outside the ‘minimum’) 

      - 5.3.3.2. an investment policy for the charity 

      - 5.3.3.3. a public benefit statement for the charity 




   - 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 

   - 5.3.5. promote and support the development of Scouting in the local area. 

   - 5.3.6. ensure the appointment and management and operation of any subcommittees, including appointing a Chair to lead the sub-committee 

   - 5.3.7. ensure that effective administration is in place to support the work of the Trustee Board 

   - 5.3.8. appoint any Administrators, Advisers and co-opted members of the Trustee Board 

   - 5.3.9. ensure transparency of operation, including: 

      - 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) 

      - 5.3.9.3. present the approved Trustees’ Annual Report and Annual Accounts to the Scout Council at the Annual General Meeting (AGM) 

      - 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. 

      - 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 

      - 5.3.9.6. individually and collectively maintain confidentiality regarding appropriate Trustee Board business 

      - 5.3.9.7. where staff are employed: 

         - act as a responsible employer in accordance with Scouting’s values and relevant legislation 

         - ensure that effective line management is in place for each employed staff member and that these are clearly established and communicated 

         - ensure that appropriate specific personnel insurance is in place 

- 5.4. The Trustee Board must also: 

   - 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 

- 5.5. The Trustee Board may create sub-committees to manage the work it deems necessary ensuring that: 

   - 5.5.1. the purpose of each sub-committee is clear and has been agreed by the Trustee Board 

   - 5.5.2. each sub-committee of the Trustee Board consists of members approved by the Trustee Board 

   - 5.5.3. the Chair of the Trustee Board is an ex officio member of each subcommittee 

   - 5.5.4. the Group Scout Leader is an ex officio member of each sub-committee 




- 5.6. Members of sub-committees are not Trustees unless they are members of the Trustee Board. 

## **6. Trustee Board - membership** 

- 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. 

- 6.2. Ex officio, nominated, elected and co-opted members of the Trustee Board are charity Trustees of the Scout Group. 

   - 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. 

- 6.3. Certain people are disqualified from being charity trustees by virtue of the Charities Acts. (See POR  rule 16.1.1.5). 

- 6.4. All Trustees must complete training as specified in POR Rule 16.2.1 and the Roles Table. 

- 6.5. The ex officio members of a Group Trustee Board are: 

      - The Group Chair 

      - The Group Secretary (if appointed as a Trustee) 

      - The Group Treasurer 

      - The Group Scout Leader 

      - The Deputy Group Scout Leader 

      - 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.) 

      - 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. 

      - The Sponsoring Authority or its nominee. 

- 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. 

- 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. 

- 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. 




- 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. 

- 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. 

- 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** 

- 7.1. Only members of a Trustee Board as defined in Section 6 above may vote in meetings of the Trustee Board. 

- 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. 

- 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. 

- 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. 

- 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. 




**----- Start of picture text -----**<br>
2024 2023<br>Income<br>Activities - Pathfinder Troop 0.00 516.00<br>Activities - Puma Pack 1,696.00 65.00<br>Donation 1,100.00 500.00<br>Events 1,001.00 1,973.00<br>Events - Beavers 0.00 1,485.00<br>Events - Cubs 691.00 1,322.00<br>Events - Explorers 0.00 10.00<br>Events - Group Camp 4,692.00 3,693.20<br>Events - Scouts 11,357.00 1,846.50<br>Events - Splash Landings 2,310.00 4,262.00<br>Explorer Membership Fees 3,425.00 3,895.00<br>Fundraising 8,070.44 8,579.39<br>Gift Aid 2,486.85 3,678.68<br>Membership Fees 15,568.62 16,593.00<br>Uniform 0.00 12.00<br>WSJ25 0.00 1,827.29<br>Expense<br>2023 Meetings - Pine 132.00 195.00<br>2023 Meetings - Pioneer 0.00 109.00<br>Activities - Cedar Colony 283.00 104.75<br>Activities - Panther Pack 454.16 69.00<br>Activities - Pathfinder Troop 84.00 1,218.81<br>Activities - Pathfinder Troop 0.00 262.00<br>Activities - Pine Colony 215.00 0.00<br>Activities - Pioneer 0.00 550.00<br>Activities - Pioneer Troop 221.47 314.00<br>Activities - Puma Pack 1,315.77 456.68<br>Admin 58.00 20.82<br>Badges 150.05 0.00<br>Bank Fees 56.80 74.40<br>Camping Equipment 1,115.58 165.64<br>Capitation Fees 7,776.00 8,234.00<br>Events 489.00 2,566.29<br>Events - Beavers 16.50 1,448.00<br>Events - Cubs 755.30 1,470.58<br>Events - Group Camp 3,820.06 4,877.61<br>Events - Scouts 11,449.03 1,884.00<br>Events - Splash Landings 2,845.00 2,946.00<br>Falcon Explorer Unit 840.00 1,010.00<br>Fundraising 1,992.99 3,503.79<br>Insurance 1,797.24 1,694.43<br>Meetings - Beavers 657.50 0.00<br>Meetings - Cedar Beaver Colony 35.00 64.00<br>Meetings - Panther Pack 0.00 677.51<br>Meetings - Pathfinder Troop 0.00 276.09<br>Meetings - Pine 0.00 125.80<br>Meetings - Pioneer Troop 0.00 114.75<br>Meetings - Puma Pack 12.00 10.00<br>**----- End of picture text -----**<br>





**----- Start of picture text -----**<br>
Meetings - Scouts 0.00 250.00<br>Membership Costs 0.00 30.00<br>OSM Fees 1,045.13 1,064.69<br>Rent 220.00 278.00<br>Uniform 2,873.29 3,679.11<br>Utilities 1,605.32 1,626.42<br>Venue Maintenance 2,867.49 8,857.10<br>Website 203.98 180.00<br>WSJ25 0.00 8,065.00<br>Account balances<br>NAT WEST Activity Account 15,464.99 13,491.21<br>NATWEST Buildings Account 9,431.08 13,339.45<br>The 2nd Ashbourne Hut Fund 69,772.54 60,826.70<br>Summary<br>Account balance brought forward 87,657.36 95,872.57<br>Total income 52,397.91 50,258.06<br>Total expenditure 45,386.66 58,473.27<br>Net income 7,011.25 -8,215.21<br>Account balance carried forward 94,668.61 87,657.36<br>**----- End of picture text -----**<br>




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