## **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|execchair@chellastonscouthut.co.u
k|
|Denise Johnson|Trustee
Administrator|secretary@chellastonscouthut.co.u
k|
|Dennis Seagrave|Treasurer|treasurer@chellastonscouthut.co.u
k|
||||
|**Section Leaders**|||
|FilipaOliveira|Beaver Team
Leader|beavers@chellastonscouthut.co.uk|
|Jon Williams|Cub Team
Leader|cubscouts@chellastonscouthut.co.u
k|
|Moira Tildsley|Scout Team
Leader|scouts@chellastonscouthut.co.uk|
|Toni Reed|Squirrels Team
Leader|squirrels@chellastonscouthut.co.uk|
|Taz Ho|Assistant Team
Member / Section
Lead Volunteer|tazzy.ho@hotmail.co.uk|
|Jimmy Austin|Explorer Team
Leader|Jimaustin100@gmail.com or
Pytheas.explorers@gmail.com|
|Kate Alcock|Explorers
Assistant Team
Member|**TBC**|
||||
|**Trustee Members**|||
|Moira Shaw|Waiting List
secretary|Moira_Shaw@outlook.com|
|Caroline Hunter|Fundraising Lead|**TBC**|
|Amy Bray|Trustee Squirrels
Parent Rep|**TBC**|
|Jenny Storry|Trustee Beavers
Parent Rep|Je274@hotmail.com|
|Hilary Williams|Trustee Scout
Parent Rep|drhcwilliams@gmail.com|
|Sarah Rawlinson|Parent Liaison|sarah.rawlinson@ntlworld.com|
|Bob Tildsley|Website|Webmaster@chellastonscouthut.co
.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**|£2,000.00**Events**|£452.84|
|**Cubs**|£2,000.00**Equipment / Resources**|£0.00|
|**Scouts**|£2,153.50**Badges & Uniform**|£732.86|
|**Squirrels**|£800.00**Consumables**|£0.00|
|**Explorers**|£0.00**Licences**|£0.00|
|**Events**|£0.00**Insurance**|£1,066.94|
|**Minibus Hire**|£691.00**Misc**|£140.00|
|**Badges**|£0.00**Minibus**|£1,225.74|
|**Bank Interest**|£0.00**District**|£4,429.00|
|**Transfers**|£0.00**Transfers**|£0.00|
|**SUBTOTALS**|£7,644.50**SUBTOTALS**|£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**|£2,961.16**Hut Fees**|£600.00|
|**Investitures**|£139.30**Sub Refunds**|£0.00|
|**Events**|£545.16**Investitures**|£0.00|
|**Equipment / Resources**|£0.00**Events**|£151.89|
|**Gift Aid**|£609.05**Equipment / Resources**|£0.00|
|**Licences**|£0.00**Badges**|£43.68|
|**Badges**|£0.00**Consumables**|£0.00|
|**Admin Costs**|£0.00**Licences**|£0.00|
|**Misc**|£0.00**Admin Costs**|£0.00|
|**Transfers**|£0.00**Misc**|£125.72|
||**Transfers**|£2,061.44|
|**SUBTOTALS**|£4,254.67**SUBTOTALS**|£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**|£4,575.09**Hut Fees**|£600.00|
|**Investitures**|£168.70**Sub Refunds**|£0.00|
|**Events**|£5,777.51**Investitures**|£0.00|
|**Equipment / Resources**|£0.00**Events**|£6,209.46|
|**Gift Aid**|£622.51**Equipment / Resources**|£477.36|
|**Licences**|£0.00**Badges**|£281.86|
|**Admin Costs**|£0.00**Consumables**|£0.00|
|**Misc**|£40.00**Minibus Hire**|£188.00|
|**Transfers**|£0.00**Admin Costs**|£0.00|
||**Misc**|£327.50|
||**Transfers**|£2,306.72|
|**SUBTOTALS**|£11,183.81**SUBTOTALS**|£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**|£1,869.74**Hut Fees**|£300.00|
|**Investitures**|£250.25**Sub Refunds**|£0.00|
|**Events**|£327.66**Investitures**|£0.00|
|**Equipment / Resources**|£0.00**Events**|£614.36|
|**Gift Aid**|£0.00**Equipment / Resources**|£71.92|
|**Licences**|£0.00**Badges**|£406.03|
|**Admin Costs**|£0.00**Consumables**|£28.95|
|**Misc**|£0.00**Licences**|£0.00|
|**Transfers**|£0.00**Admin Costs**|£0.00|
||**Misc**|£21.51|
||**Transfers**|£882.86|
|**SUBTOTALS**|£2,447.65**SUBTOTALS**|£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|
## **execchair@chellastonscouthut.co.uk**
**From:** Laura Bromell **Sent:** 21 January 2026 15:38 **To:** execchair@chellastonscouthut.co.uk **Cc:** scouts@chellastonscouthut.co.uk; 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 , 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
1