Volunteers Week

The mechanics of Scouting just wouldn’t run smoothly without you – our decision makers, direction setters and arrangers of Scouts locally. 

We’re so grateful that all of you give your time to ensure that the groups, districts and county continues to meet its charitable purpose: safely and legally. When you do what you do, we know there will be enough money for the volunteers to deliver the programme and that equipment like tents and activity materials are available and safe to use. 

Thank you for being such a dedicated group of volunteers in your Executive Committees and making sure that young people get the best possible experience in your area.

During the current period where Scouting cannot happen face to face there are a number of additional considerations, risks and financial impacts to consider

The Coronavirus News and Support area on our website will help navigate through the key areas that have been affected. You’ll find a button to this area in the bottom right of the screen, wherever you are on our website at the moment but the first reference is always the government advice and Scouts UK direction.

All of our delivery whether it is a section based indoor activity or sledging the slopes of the Alps needs a Risk Assessment . Assessing risk in order to reduce or remove it is at the heart of safe Scouting and is present in everything we do. Risk assessment is something we all do every day in deciding to cross a road or get out of the car, so no one should be scared of doing a risk assessment within Scouting. If you want to help your delivery teams with risk assessment there is useful information here .

Trustees may have a big part in the accountability for ensuring that accurate Finance records are maintained but it is everyone’s responsibility . Whether it is maintaining records of monies received (e.g. for activities, camps, membership subscriptions, donations) and money spent (e.g. on bills, fees for activities, volunteer expenses, approving payments from a Scouting bank account or contributing to the creation and management of a budget.

You can find an easy Budget Planner and information on bank accounts, funds and online banking here .

To carry out these tasks effectively you will need to ensure that you keep relevant receipts, invoices, bank statements and balance sheets as appropriate, to ensure that there is a clear audit trail to explain any financial records

A number of local Funding sources have been identified by HQ and central information on grants can be found here .

In the current situation, longer term planning and reviewing process can help identify any pinch points likely in group, district or county finances. If you think that you have some difficult areas to cover in the next twelve months please do discuss that with others. Groups can be supported by Districts and Districts assisted by County where possible and working on this together ensures everyone can access the support they need at the right time.

Gift Aid is one of the easy ways to maximise the donations and raise extra funds. You must be registered with HMRC to claim Gift Aid but asking your donors to tick the Gift Aid boxes on your sponsorship forms or your online giving page can raise an additional 25p in every £1. Find out more here.

Member calls and emails are not just for those who Scout directly with young people. Please make sure that your contact details are correct on Compass and if you can, join or listen later on membership calls. the next call is 24th June and there are some great signposts to information that is relevant to trustees, especially now. If you need any help accessing your Compass record please speak to your GSL, District or County Commissioner.

You maybe have received recently, or will soon receive, an email from the Scout Association advising you that your DBS check is overdue and non-completion could lead to your membership being suspended.

Please disregard this message and any subsequent reminders. You will not be suspended, even though your DBS has expired.

Early in March the decision was made to stop DBS checking to relieve the pressure on the local Police service and Scout Association staff who are working from home. No members will be suspended in the current situation.

Unfortunately, it was not possible to reprogram the membership admin system to stop sending these emails but you are assured your membership status is secure.

During our Scouting activities we find out a whole lot of useful information. Some of it is from the things that go really well and some is from the things that could have gone better. To gain all we need to know for ourselves would take a lifetime but collectively we can pool that experience and every day become a little better than we were before. The new Shared Experience area on the website will give you some neutral statements based on leader learning that can help you expect the unexpected and boost your risk assessments.

Make a difference. Be a trustee . You may pick up new skills to enhance your CV or be able to share your existing skills with us. You are not expected to be an expert in every area, but using reasonable care and your experience the group, district or county will be all the richer for your input.

If you or someone you know have skills in management, administration, finance, human resources, legal knowledge, problem solving/teamwork or social skills or just have strengths facilitating a group, we'd love to welcome you as a trustee. Please contact the county office and we can link you to your local group or district. 

Being an Executive Committee member carries legal responsibilities that should be understood before taking on the role but the difference you make to young people is a hugely rewarding and a challenging way to support Scouting.

Just ask one of our existing trustees. they are truly amazing and without them we couldn't empower so many young people to make a positive contribution to society.

Thank you for using your skills to make such a difference to others finding theirs.