2025-03-31-accounts

103[RD] DERBY TRUSTEE BOARD

QUARTERLY MEETING MINUTES

DATE: 19[th] Jan 26 TIME: 19:00 VENUE: Moira Tildsley residence

In Attendance

• ●Anton Rawlinson (Trustee Chair)

• ●Moira Tildsley (Scout Team Leader)

• ●Dennis Seagrave (Treasurer)

• Denise Johnson (Trustee Administrator)

• ●Jon Williams (Cub Team Leader)

• ●Filipa Oliveira (Beaver Team Leader)

• ●Toni Reed (Squirrels Team Leader)

• ●Linda Harrington (Trustee Cub Parent Rep)

• ●Moira Shaw (Wait List Secretary)

• ●Hilary Williams (Trustee Scout Parent Rep)

Apologies:

• ●Jimmy Austin (Explorers Team Leader)

• ●Kate Alcock (Explorers Assistant Team Member)

• Taz Ho (Assistant Team Member)

• Jenny Storry (Beavers Parent Rep)

• Amy Bray (Trustee Squirrel Parent Rep)

• ●Sarah Rawlinson (Trustee Parent Liaison)

• ●Caroline Hunter (Fundraising Lead)

Approval of Minutes

The minutes of the previous trustee meeting were approved.

Review of Actions

Earlier actions were reviewed, please refer to the new action list table for details of updates and new actions allocated. Please note any actions closed off in the previous quarter are deleted from the table to ensure clean housekeeping.

GLV

No new update and wait is still on for a backfill for the GLV role

Wait List Update (Moira Shaw)

Wait list still closed – numbers reducing Census needs completing, they require wait list split by Male / Female – Moira will add where possible

Still continuing to receive enquiries and these have been directed to other Groups by Kieran.

Squirrels (Toni Reed)

• ●Projecting to increase from 16 to 20 based on new Leaders and Ratio

Badgework

• ●2 x Acorn awards

• ●1 x On track to complete Acorn this term

• ●2 x Challenge badges

• ●23 x Activity badges

• ●21 x Staged badges

• ●3 x You Shape Awards

• ●16 Children, 5 Leaders and 1 x Parent helper

• ●Sleepover planned with 2 other Squirrel troops for this term

• ●Hosted a Christmas fun day which included a snowball fight thanks to the recent snowfall

Beavers (Filipa Oliveira)

Badgework

• ●1 x Chief Bronze Award

• ●12 x Challenge badges

• ●8 x Actiicty badges

• ●11 x Staged badges

• ●2 x You Shape Awards

• ●Snowboarding / Skiing in December

• ●Now have 3 x constant Leaders (2/3 others turn up when the can)

• ●All are supporting the planning sessions

• ●Beavers sleepover planned for March

• ●Great help from everyone, Toni helping on Admin, Jon supports the planning – overall less pressure and feels good overall

Cubs (Jon Williams)

• ●4 x Leaders – all supporting planning sessions

Badgework

• ●76 completed

• ●12 x Challenge badges

• ●52 x Activity badges

• ●2 x Silver Awards this term, 2 more planned to complete before Summer

• ●Now 26 Cubs in total, started a new sixth called Orange

• ●Last year a bit of a disaster with Drumhill cancelling the Fireworks and new Year

• ●Visiting Computer Museum next week

• ●Hoping to book Skiing again soon

Scouts (Moira Tildsley)

• 29 Scouts

Badgework

1 x Gold Chief Scout Awards

15 x Challenge badges

2 x Camps cancelled – October due to not enough participants and Chilly Challenge in Jan due to snowfall

Spring Bank Camp – we are in! – we have 9 including Leaders and Young Leaders that can support, currently 1 x Leaders spots are still open

Anton asked for clarity that we have no current challenges on Leaders; numbers are overall fine and badgework is good – all agreed.

Learning Assessor (Moira Tildsley)

• All training up to date – no key issues

• Young Leaders to finish Growing Roots training

• 1st Aid is the highlight for the District – trying to get training courses booked in but we have only one approved trainer for Derby South

• DBS checks outstanding – need paperwork from Anton and Sarah

Financials (Dennis Seagrave)

The account status is as follows:

Account Name	Oct-25	Jan-26	Diference	Notes
Executive Account	£2,385.46	£2,014.52	-£370.94	Minibus Service
Hut Account	£7,153.62	£7,351.39	£197.77
Fundraising Account	£12,660.66	£18,981.08	£6,320.42	Rob Hicks Donation
Scout Account	£7,807.10	£7,296.39	-£510.71	Drum Hill Camp / Chilly
Cub Account	£4,720.20	£6,076.65	£1,356.45
Beaver Account	£4,088.88	£5,003.86	£914.98
Squirrel Account	£679.47	£1,107.66	£428.19
Total	£39,495.39	£47,831.55	£8,336.16

Accounts need to be sent for approval by Anton following this meeting. All agreed on the funds and current accounting status.

New Hut (All)

• ●Residents meeting took place – all prefer to have the car park and hit moved back completely and the existing hut land become ownership of council

• ●4/5 People attended (30 invited)

• ●We need to set up page on website for further feedback and sharing of plans as they develop

• ●Generally, all in support of the plans

• ●Next step to have a pre planning approval meeting with Council

Health & Safety (All)

• ●Risk register now up to date and we have decided to keep the old heaters

AOB (All)

• ●Discussed Quiz / Beetle Drive night for next term before AGM

• ●AGM Planning needed

• ●June there is no Spirit of Chellaston so may join the Chellaston Nature

Reserve Group to host a fun day – proposed we do a treasure / walking hunt around the reserve starting and ending at the hut with a free prize. (20[th] June)

• ●Agreed Santa and Christmas party this year on 5[th] December

• ●Potential half term Halloween party also discussed

Future Meetings

Agreed meeting dates to take place include:

• ●Trustee meeting Monday 12[th] January 2026 7pm

• ●Trustee meeting Monday 23[rd] March 2026 7pm

• ●AGM Thursday 7[th] May 2026 (4pm prep, 5.30pm start)

• ●Trustee meeting Monday 13[th] July 2026 7pm

• ●Trustee meeting Monday 5[th] October 2026 7pm

Trustee Email addresses

Name Role Email

Group
Anton Rawlinson	Trustee Chair	[e-mail].u k
Denise Johnson	Trustee Administrator	[e-mail].u k
Dennis Seagrave	Treasurer	[e-mail].u k
Section Leaders
FilipaOliveira	Beaver Team Leader	[e-mail]
Jon Williams	Cub Team Leader	[e-mail].u k
Moira Tildsley	Scout Team Leader	[e-mail]
Toni Reed	Squirrels Team Leader	[e-mail]
Taz Ho	Assistant Team Member / Section Lead Volunteer	[e-mail]
Jimmy Austin	Explorer Team Leader	[e-mail] or [e-mail]
Kate Alcock	Explorers Assistant Team Member	TBC
Trustee Members
Moira Shaw	Waiting List secretary	[e-mail]
Caroline Hunter	Fundraising Lead	TBC
Amy Bray	Trustee Squirrels Parent Rep	TBC
Jenny Storry	Trustee Beavers Parent Rep	[e-mail]
Hilary Williams	Trustee Scout Parent Rep	[e-mail]
Sarah Rawlinson	Parent Liaison	[e-mail]
Bob Tildsley	Website	[e-mail] .uk

Actions

These are the updates from earlier meeting actions and new actions requested.

requested.	requested.
Date		Time	Action		Result		Actioner
20231030- 1	Light outside hut / back entrance			Light outside hut intermittent and needs checking		06/10 – agreed to ask Mike via Caroline		Caroline	Open
20240220- 19	Hut Flooring			Hole in the foor that needs sorting		Supporters of Charity Day to manage the repair		Jon	Open
20240715- 21	Hut gutter is leaking			Replaceme nt or repair		Supporters of Charity Day to managetherepair		Jon	Open
20250610- 22	Hut keys			Move hut keys from front of house to back storeroom		Agreed to close new keybox in place		Anton	Close
20250610- 23	Wait List			Moira to give access to wait list for Jimmy (Explorers)		Agreed to Close		Moira	Close
20250610- 24	OSM & Bank account access			Moira to give access to Jimmy (Explorers) and remind to pay subs & all other leaders to check access and reportback		Noted this is not needed as Explorers not part of the Scouting on OSM		Moira	Close
20250610- 25	Gift Aid			Squirrels to set up gift aid		Agreed a wider discussion iks needed on this via Leaders		Toni	Open
20250610- 26	Risk register			Update risk register and removal of old heaters and assessment				Anton	Close
20250610- 27	New Leaders Advertising			Approved adverts and editorial – Denise to start circulating / publishing		All completed and agreed to close		Denise	Close

END OF MINUTES

----- Start of picture text -----
|||||||| |---|---|---|---|---|---|---| |||Income|——— es]|Expenditure|Balance From 31/3/24||| |Beavers|£600.00|Caretaker / Cleaning|£738.00| |Cubs|£600.00|Ground Rent|£460.00 Lloyds Account|£7,791.04| |a|Guides|£768.00|Electricity|£1,210.45|H| |Scouts|£600.00|Water|£452.71| |a|Explorers|£0.00|Insurance|£1,993.10 Income|£7,493.00|[|| |Galaxy Rangers|£950.00|Fire Equipment Service|£0.00 Expenditure|£7,558.78| |Music Time|£432.00|Alarm Service|£0.00| |Phonics Fox|£270.00|Hut Maintenance|£1,159.00 Balance Lloyds Account|£7,725.26| |Soul Fitness|£663.00|Equipment / Resources|£1,325.00| |Parties and Ad-Hoc Hut Booki|£246.00|Consumables|£172.52 APPROVED BY:| |Minibus Use Income|£0.00|Phone Costs|£48.00 DATE:| |Misc|£0.00|Admin Costs|£0.00| |a|Dancing Digits|£252.00| |Bank Interest|£0.00|Minibus & Trailer Storage|£0.00| |Transfers|£0.00|Minibus Costs|£0.00| |Starsteppers|£1,668.00|Misc|£0.00| |Lullababy|£144.00|Transfers|£0.00| |Squirrels|£300.00| |[sl|Pytheas|£541.00|ttCtCti(‘“‘*S| |SUBTOTALS Lloyds|£7,493.00 SUBTOTALS|£7,558.78| |#REF!|

----- End of picture text -----

Income	Expenditure
Beavers	£2,000.00Events	£452.84
Cubs	£2,000.00Equipment / Resources	£0.00
Scouts	£2,153.50Badges & Uniform	£732.86
Squirrels	£800.00Consumables	£0.00
Explorers	£0.00Licences	£0.00
Events	£0.00Insurance	£1,066.94
Minibus Hire	£691.00Misc	£140.00
Badges	£0.00Minibus	£1,225.74
Bank Interest	£0.00District	£4,429.00
Transfers	£0.00Transfers	£0.00
SUBTOTALS	£7,644.50SUBTOTALS	£8,047.38

Balance From 31/3/24 £1,360.97 Lloyds Account 0 Income £7,644.50 Expenditure £8,047.38 Balance Lloyds Account £958.09	Balance From 31/3/24 £1,360.97 Lloyds Account 0 Income £7,644.50 Expenditure £8,047.38 Balance Lloyds Account £958.09
APPROVED BY:
DATE:

Income

Subs Investitures Events

Equipment / Resources Gift AId Licences Admin Costs Misc Transfers SUBTOTALS

Expenditure

• £2,794.69 Hut Fees

• £275.35 Sub Refunds

• £725.35 Investitures

• £0.00 Events

£0.00 Equipment / Resources £0.00 Badges £0.00 Consumables £0.00 Licences £35.58 Admin Costs Misc Payment to Exec Account £3,830.97 SUBTOTALS

Balance From 31.03.24 £600.00 £0.00 Lloyds Account £6,125.17 £0.00 £975.96 £0.00 £822.46 Income £3,830.97 £0.00 Expenditure £5,116.22 £0.00 £0.00 Balance Lloyds Account £4,839.92 £664.64 £2,053.16 £5,116.22 APPROVED BY: DATE:	Balance From 31.03.24 £600.00 £0.00 Lloyds Account £6,125.17 £0.00 £975.96 £0.00 £822.46 Income £3,830.97 £0.00 Expenditure £5,116.22 £0.00 £0.00 Balance Lloyds Account £4,839.92 £664.64 £2,053.16 £5,116.22 APPROVED BY: DATE:	Balance From 31.03.24 £600.00 £0.00 Lloyds Account £6,125.17 £0.00 £975.96 £0.00 £822.46 Income £3,830.97 £0.00 Expenditure £5,116.22 £0.00 £0.00 Balance Lloyds Account £4,839.92 £664.64 £2,053.16 £5,116.22 APPROVED BY: DATE:
	APPROVED BY:
	DATE:

Income	Expenditure
Subs	£2,961.16Hut Fees	£600.00
Investitures	£139.30Sub Refunds	£0.00
Events	£545.16Investitures	£0.00
Equipment / Resources	£0.00Events	£151.89
Gift Aid	£609.05Equipment / Resources	£0.00
Licences	£0.00Badges	£43.68
Badges	£0.00Consumables	£0.00
Admin Costs	£0.00Licences	£0.00
Misc	£0.00Admin Costs	£0.00
Transfers	£0.00Misc	£125.72
	Transfers	£2,061.44
SUBTOTALS	£4,254.67SUBTOTALS	£2,982.73

Balance From 31/3/24 Lloyds Bank £5,749.11 Income £4,254.67 Expenditure £2,982.73 Balance Lloyds Account £7,021.05	Balance From 31/3/24 Lloyds Bank £5,749.11 Income £4,254.67 Expenditure £2,982.73 Balance Lloyds Account £7,021.05
APPROVED BY:
DATE:

Income	Expenditure
Subs	£4,575.09Hut Fees	£600.00
Investitures	£168.70Sub Refunds	£0.00
Events	£5,777.51Investitures	£0.00
Equipment / Resources	£0.00Events	£6,209.46
Gift Aid	£622.51Equipment / Resources	£477.36
Licences	£0.00Badges	£281.86
Admin Costs	£0.00Consumables	£0.00
Misc	£40.00Minibus Hire	£188.00
Transfers	£0.00Admin Costs	£0.00
	Misc	£327.50
	Transfers	£2,306.72
SUBTOTALS	£11,183.81SUBTOTALS	£10,390.90

Balance From 31.03.24 Lloyds Account £6,590.36 Income £11,183.81 Expenditure £10,390.90 Balance Lloyds Account £7,383.27 £0.00	Balance From 31.03.24 Lloyds Account £6,590.36 Income £11,183.81 Expenditure £10,390.90 Balance Lloyds Account £7,383.27 £0.00
APPROVED BY:
DATE:

Income	Expenditure
Subs	£1,869.74Hut Fees	£300.00
Investitures	£250.25Sub Refunds	£0.00
Events	£327.66Investitures	£0.00
Equipment / Resources	£0.00Events	£614.36
Gift Aid	£0.00Equipment / Resources	£71.92
Licences	£0.00Badges	£406.03
Admin Costs	£0.00Consumables	£28.95
Misc	£0.00Licences	£0.00
Transfers	£0.00Admin Costs	£0.00
	Misc	£21.51
	Transfers	£882.86
SUBTOTALS	£2,447.65SUBTOTALS	£2,325.63

Balance From 31.03.23 Lloyds Account £358.15 Income £2,447.65 Expenditure £2,325.63 Balance Lloyds Account £480.17	Balance From 31.03.23 Lloyds Account £358.15 Income £2,447.65 Expenditure £2,325.63 Balance Lloyds Account £480.17
APPROVED BY:
DATE:

Income		Expenditure		Balance From 31/3/24
Beavers	£0.00	Events	£303.75
Cubs	£0.00	Admin Costs	£0.00	Lloyds Account	£6,171.55
Scouts	£0.00	Misc	£756.80
Explorers	£0.00			Income	£2,070.43
Events	£1,151.02			Expenditure	£1,060.55
Deposit	£0.00
Charities Trust	£250.00
Hut Booking / Wrong account	£0.00
Misc	£126.03
Easy Fundraising	£314.78
Transfers	£228.60			Balance Lloyds Account	£7,181.43
SUBTOTALS	£2,070.43	SUBTOTALS	£1,060.55
				APPROVED BY:
				DATE:

	Totals	Totals	Hut		Exec		Fundraising
	INCOME	28099.14		5691.04		691
	OUTGOINGS	28960.87		7558.78		8047.38	1060.55
	GRANTS	0
	FUNDRAISING	2070.43					2070.43
GSL	No of Volunteer	25
		30169.57

Squirrels	Beavers	Cubs		Scouts
2447.65	3830.97		4254.67	11183.81
2025.63	2463.06		321.29	7484.18

[e-mail]

From: Laura Bromell [e-mail] Sent: 21 January 2026 15:38 To: [e-mail] Cc: [e-mail]; Kiron Griffin Subject: Re: 103rd Derby Accounts Approval

Hi Anton

I have reviewed and am happy to approve. Is this email sufficient?

Laura

On Wed, 21 Jan 2026, 14:34 , [e-mail] wrote:

Hello Laura,

My name is Anton Rawlinson and I’m chair of trustees for the 103[rd] Derby (Chellaston) Scout Group. I understand from our Scout leader Moira that you’re the right person to talk to about our end year accounts.

I’m about to file our end of tax year 24/25 accounts with HMRC but I’m struggling to find evidence that we’ve had them externally approved and I’m wondering if this fell down the cracks when we lost our GLV Hayley over last Summer. I appreciate it’s rather short notice (and there’s already a reminder in my diary for the next tax year!) but do you know if you have already seen them, otherwise would you be able to look them over for us please? They have already been approved by our board but I believe I do need external approval too.

Kind Regards,

Anton Rawlinson

Chair of Trustees

103[rd] Derby (Chellaston) Scout Group

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