Group Administration - 1st Kesgrave Scout Group

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Group Administration

How is the Group Administered ?

The Group is administered by a Group Trustee Board which typically meets three time a year. Day to day planning of section meetings is organised by the sections themselves with termly Group Scout Leaders meetings to co-ordinate group activities as a whole.

Group Trustee Board

The Group Trustee Board exists to support the Group Scout Leader in meeting the responsibilities of the appointment and is responsible for:

  • the maintenance of Group property;
  • the raising of funds and the administration of Group finance;
  • the insurance of persons, property and equipment;
  • Group public occasions;
  • arranging accommodation and assisting to find camping grounds;
  • assisting in the recruitment of Leaders and other adult support;
  • appointing any sub-Committees that may be required;
  • appointing Group Administrators and Advisers other than those who are elected.

A typical meeting agenda is:

  • Apologies for absences
  • Minutes of last meeting
  • Matters arising
  • Group Scout Leader's Report
  • Treasurer's Report
  • Fund Raising Report
  • Health and Safety Review
  • Hall Report
  • Any Other Business

A list of the Trustees can be found under Contact Us.

Group Scout Leaders Meeting

This meeting is open to all section leaders, helpers and young leaders.

It is chaired by the Group Scout Leader and co-ordinates all group activities such as young people moving between sections, group camps, church parades, outings etc.

A typical meeting agenda is:

  • Welcome and apologies
  • Minutes of last meeting
  • Matters Arising
  • Past Events
  • Moving On
  • Future Events
  • Training/Leaders
  • Any Other Business

How do we raise funds and pay our way ?

The Group needs to raise funds of around £30,000 per year to cover general running costs and provide for new equipment and major repairs when they become necessary in the building.

The Group is financed in two ways:

  • membership fees
  • fund raising

Membership Fees

Each member is asked to pay membership fees and this is collected termly.

We run a gift aid scheme for the payment of fees, which allows the Group as a charity to recover the tax paid by the members' parents. All parents need to do is say 'yes' to the gift aid in OSM Primary Contact 1 and / or Primary Contact 2.

Full details on membership fees can be found by clicking the link below:

Fund Raising

The Scout Group operates a number of schemes. The major schemes are:

Fund raising is overseen by a Fund Raising Team which manages its fund raising activities. A list of the Fund Raising Team Members can be found under Contact Us.

Future fund raising events are advertised on this website, Kesgrave Community website and through posters, emails and social media.

The following schemes have been used in the past to help raise funds for the new hall.

  • Kesgrave Aerial Photo’s (1980)
  • Kesgrave Postcards
  • Kesgrave Scout Group Badges
  • Recipe Books
  • Kesgrave 2000 Calendar
  • Kesgrave 2000 Mugs
  • Kesgrave 2000 Tea Towels
  • 2nd Stop Charity Shop
  • Family Day
  • Web Ivory
  • Firework Night

If you have any questions, issues or suggestions or wish to help with fund raising please contact:

Annual General Meeting (AGM) / Annual Report
An AGM is held each year which any one can attend - Group Trustee members, leaders, helpers, cubs, beavers, scouts, parents, members of the public etc.

This meeting ratifies the accounts and presents the achievements of the last year as well as electing a new Group Trustee Board. An Annual Report is then sent to the Charity Commissioner. Copies are available on request from the Treasurer or the Charity Commission or from 2015 attached below.

The AGM is held between May and July and the date is published in the group calendar.

Further details and minutes/reports can be found <here>.
Annual Census
The Scout Association complete a census annually on 31 Jan each year. This is used to calculate our membership fees to HQ, County and District and includes insurance for each member.

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