1st Helmsley Scout Group

Waiting List Policy

We are fortunate to be a strong and thriving Scout Group, dedicated to providing a positive Scouting experience to young people in our community. Due to high demand, some sections occasionally become full.

Our goal is to maximise the number of young people who can take part in Scouting at 1st Helmsley Scout Group. We do this by carefully managing the waiting list and encouraging movement between sections within the Group.

The waiting list is managed flexibly to support this goal. We take great care in handling membership places and aim to be open about how we allocate them, while respecting confidentiality. The number of young people in each section is limited by factors such as the number of leaders, space in the Scout Hall, and available equipment.

We strive to maintain a good age range within each section to help young people progress naturally through the sections. This also allows them to develop leadership roles within their section—such as sixer or seconder in Cubs—and work towards achieving Chief Scout awards. Having too many children of the same age in one section makes this progression difficult, so we ensure there are spaces for moving up.

This approach supports Scouting’s core aim: to help young people develop and achieve their full potential.

Capacity

Availability is limited by our current capacity:

• Beaver Colony (ages 5¾ to 8): maximum 18-20 children
• Cub Pack (ages 8 to 10½): maximum 18-24 children
• Scout Troop (ages 10½ to 14): maximum 20-22 children
• Explorer Unit (ages 14 to 18): maximum 24 young people

We work to the lower capacity number when admitting new members, with the upper limit allowing flexibility for exceptional cases and movements between sections.

Waiting List Management

When a section is full, a waiting list is maintained. This list is kept on Online Scout Manager and is accessible to Section Leaders and Trustees. The waiting list is not a first-come, first-served queue but a record of young people interested in joining 1st Helmsley Scout Group.

Our priority is to manage each section’s makeup considering:

• Capacity and available resources (including leader availability)
• The needs of current members and those on the waiting list
• Any other important factors, especially safety and wellbeing

Priority for Membership Allocation

Membership places are allocated based on the following priorities:

1. Succession within the Group:
   Current members are given priority to continue progressing through the sections.
2. Parental Involvement:
   Priority may be given to young people whose parents volunteer or commit to a leadership or trustee role for at least one year, benefiting the Group.
3. Existing Scouts Moving Into the Area:
   Young people who are already members of The Scout Association from outside Ryedale District and have recently relocated.
4. Siblings:
   Young people with siblings already in the Group. Each child must still be registered separately on the waiting list.
5. Waiting List:
   Remaining places are allocated based on age within the section’s range, offered without discrimination.

Final Decision

The decision to offer membership rests solely with the Group Lead Volunteer. There is no automatic right to membership regardless of waiting time, and no right of appeal. However, all decisions comply with equality legislation and the Scout Association’s Equal Opportunities Policy.

Updated/Reviewed by: Fran Evans
Date: 22 March 2022
Next Review Date: Annually

Safeguarding Policy and Procedures | Scouts

Safety Policy | Scouts

Scouts Code of Conduct

To help all Scouts enjoy their time and get the most from Scouting, we encourage active participation in Colony, Pack ,Troop and unit life and the many activities and opportunities Scouting offers.

This code isn’t a set of rules imposed by leaders—it was created with input from the Beavers, Cubs and Scouts themselves and is regularly reviewed to stay relevant. By following these guidelines, we ensure a safe, respectful, and fun environment for everyone.

We expect all members to:

• Attend all Colonies, Pack and Troop meetings unless ill or on holiday.
• Let leaders know if you cannot attend.
• Make every effort to join the annual Remembrance Day parade.
• Participate in at least two activities outside regular meetings each year.
• Help with at least one fundraising event annually.
• Take care of all Group equipment as well as your own.
• Wear your uniform smartly and with pride at meetings, unless told otherwise.
• Sew badges in their correct places on your uniform.
• Share ideas for activities with your Lodge Leader, Sixer or Patrol Leader.
• Feel comfortable speaking to leaders about any concerns or problems.
• Listen carefully and follow leaders’ instructions, especially for your safety.
• Arrive on time for meetings.
• Reject bullying—report it to an adult if you see it.
• Wear sensible clothing and footwear suitable for the activity.
• Be honest and trustworthy to earn respect.
• Set a good example for new Beaver, Cubs, Scouts and Explorers joining each section.
• Avoid swearing.
• Remember to smile and say “thank you”—it matters.
• Keep mobile phones silent and unused during meetings.
• Respect our headquarters and the effort that goes into maintaining it.

Our Core Values

Above all, we should:

• Show loyalty to our Colony, Pack, Troop and unit and the wider Scout movement.
• Be trustworthy to leaders and fellow Scouts.
• Be kind and considerate friends.
• Respect others’ property—ask permission before using anything.
• On camp, stay out of other people’s tents and gear.
• Treat everyone with respect to receive respect in return.
• Have fun! After all, that’s what Scouting is all about.

Behaviour Management System

To keep everyone safe and happy, we use a warning system:

Verbal Warning:
For a first instance of inappropriate behaviour, you will be given a verbal warning and asked to stop. You’ll also be told what will happen if the behaviour continues.

Yellow Card (1st Warning):
Given if behaviour continues after a verbal warning, or immediately for serious behaviour. You’ll be removed from the activity for at least 10 minutes. Your parents will be informed and the incident will be recorded.

Yellow Card (2nd Warning):
If poor behaviour continues, a second Yellow Card will be issued. If you receive two Yellow Cards in a term, you’ll be required to miss one meeting. This may carry over into the next term if it happens in the final week.

Red Card:
Issued immediately for dangerous or very serious behaviour, or after three Yellow Cards. You’ll be removed from the meeting and must sit out all activities. Parents will be contacted and may be asked to collect you early. You’ll also be suspended from the next meeting or event, and possibly from camps or off-site activities for the rest of the term.

Data Protection Policy | Scouts

Equality, diversity and inclusion policy | Scouts

Purpose:
No member of the Trustee Board, leader, or helper should be out of pocket while supporting Scout activities. This policy outlines clear procedures and guidelines for spending and reimbursement across the Group’s operations.

1. General Expenses

Section Leaders may spend up to £140 per term (loaded onto their Equals Cards) on small-value items for weekly meetings (not including equipment or trips).

• Receipts must be submitted onto the Equals Card or send to the Treasurer.
• Trustee Board members may spend up to £20 on incidental items (e.g. postage, refreshments) without prior approval.

2. Capital Works

• Maintenance costs for Scout HQ up to £100 may be approved by the GLV or Group Chair.
• Any work exceeding this requires full Trustee Board approval.

3. Equipment & Services

• Equipment purchases up to a total of £800 per year can proceed without formal Trustee approval.
• The leadership team must vote to approve how this amount is allocated and what items will be purchased.

4. Regular Group Expenses

The Treasurer / GLV may make payments without further approval for:

• Hall maintenance, utilities, insurance
• Capitation fees, badge invoices, neckers
• Poppy wreaths and other regular costs

All payments require two authorised signatories (cheque or BACS).

5. Camps, Trips & Events

• Events must be managed by a nominated organiser (usually the GLV).
• Estimated costs and income must be recorded and all receipts submitted.
• Events costing more than £1,000 require Trustee approval before payment.

6. Travel Reimbursement

• Must be approved in advance by the Trustee Board.
• Covers fuel (at 45p per mile) or public transport for duties related to events or training.
• Claims must include receipts; no advance payments are made.
• Personal vehicles must be roadworthy, insured, and legally compliant.

7. Uniform Reimbursement

• Leaders/assistants can claim:
  • 1 uniform shirt
  • 1 trousers/shorts
  • 1 branded item (hoodie and polo)
• Trustees helping regularly may claim 1 branded item.
• Receipts and claim form required or GLV to order.

This policy ensures financial fairness, transparency, and accountability across all areas of 1st Helmsley Scout Group activity.