Key Information & Statements

Key pieces of information, statements and policies

Annual General Meeting

The Group is required to hold an Annual General Meeting every year to: receive the annual statement of the Group Executive Committee (including the annual statement of accounts) to elect an Executive Committee for the coming year. Presentations will also be given by each section. We usually hold our AGM in Autumn term and all parents are invited to attend.


Parents should inform leaders of their child’s absence from standard weekly sessions via the programme on the OSM parent portal. If a young person misses three sessions without any apology being given they may lose their place in the group.

Section Leaders are responsible for ensuring that sessions, camps and events are adequately staffed, not only to ensure safety, but also to provide activities to our Young People. We therefore request all volunteers to ensure that timely notice is given in the event that they can no longer make it or in the event they will be late. We recognise that plans change, however, at the same time, we need to ensure that our sections are adequately staffed and our ratios are met.

Can girls join scouts?

Yes, for several years we have welcomed both male and female members within scouting. We are an equal opportunities movement and believe all young people at the correct age should have the opportunity to join and learn Skills for Life!

CCTV Privacy Policy

CCTV is recorded externally at Nelson Hall, the premises of 19th Durham (Neville’s Cross) Scout Group.

The Data Controller is the trustee board of 19th Durham (Neville’s Cross) Scout Group, registered charity 516680.

Under the UK General Data Protection Regulations (UK GDPR), we rely on our legitimate interest as the legal basis to capture and retain footage. Our legitimate interests are:

  • the detection and prevention of crime
  • public safety, and
  • the detection and prosecution of offenders

Where necessary for the above purposes, we may share footage with third parties, including The Scout Association (or individuals designated by it as having a role in any processes in connection with the above interests), law enforcement, and as evidence in court proceedings.

Queries relating to CCTV, including exercising rights under the Data Protection Act 2018 or subsequent legislation, should be sent to


Like most things nothing is free, but as a group we try to keep our costs to a minimum and fundraising helps us to achieve this. Outlined below are the current standard costs: Subscriptions £12 per month paid monthly via direct debit.

The subscription costs cover – capitation, running and activity costs. Capitation £42 per year (included in above) Capitation is the UK Headquarters membership fee which is calculated based on the number of Beaver Scouts, Cub Scouts, Scouts and Explorer Scouts.

The membership fees help UK Headquarters deliver a wide range of services and support for all the volunteers and young people. Services including vital safeguarding advice and insurance for all to a reassuring voice on the end of the phone at the Scout Information Centre. Additional costs could be for camps and day trips that are arranged through the year, although the group does its best to subsidise the larger more expensive camps.

Do leaders get paid?

No, all our adults are unpaid volunteers however professional they may appear.

General Data Protection Regulations (GDPR)

All information is held confidentially in accordance with the new General Data Protection Regulations (GDPR) electronically by Online Scout Manager which is accessible by the leadership team of the Scout Group and Parents via the parent portal.

The 19th Durham Scout Group Executive Committee asks that this data is checked regularly and at least every term to ensure it stays accurate, as parents can amend the data at any time you do not need to wait for this check. All information is given voluntarily but is needed to help ensure the wellbeing of all the members whilst in our care. Some information is required by the UK Scout Association for the annual census which gives statistics on how many people are Scouting nationally.

The group will retain your personal information, throughout the time you/your child(ren) are a member of 19th Durham Scout Group. We do need to continue to hold data in a much more limited form for longer (just name, badge and attendance records) to fulfil our legal obligations for insurance and legal claims. We will also keep any Gift Aid Claim information for the statutory 7 years as required by HMRC.

Gift Aid

19th Durham Scouts operates a Gift Aid system as a form of fundraising, this means that we can claim back the tax that you have already paid on the subscription costs. This equated to 25p for every pound paid. All we need from you is a declaration that a parent or guardian pays tax, this can be done in OSM.

Group Waiting List Policy

  1. This policy sets out the way the Group deal with allocating spaces to young people where Sections are over-subscribed.
Roles and Responsibilities
  1. The decision to offer membership of the Scout Group to any young person rests entirely with the Group Scout Leader or Section Leader. There is no “automatic right” to membership, regardless of how long a young person has been on the waiting list, and as such there is no right of appeal. This does not affect a young person’s rights under equality legislation or the Scout Association’s Equal Opportunities Policy
Waiting List Policy
  1. Where sections have no spaces for additional young people, such that they are full, a waiting list shall be operated. The group waiting list shall be listed on Online Scout Manager to give visibility to section leaders and Executive members.
  2. The allocation of places on the waiting list shall be managed according to the following priorities:
  • Succession within the Group: Where a young person is already in the group, places shall be maintained to allow them to progress through the sections.
  • Parental involvement in Group: Our priority is to provide enthusiastic adult leadership in each section enabling us to run a balanced and exciting programme for our young people. We are always recruiting new leaders and therefore offer priority to children of leaders and committee members. (Excluding Occasional Helpers, due limitations in their involvement as per POR)
  • Existing family involvement in Group: Where young people have siblings in the group priority shall be given over those with no connection.
  • Existing Beavers, Cubs or Scouts moving to the area: Existing members of Scouting relocating from outside of Durham City District and wishing to continue their Scouting Journey
  • Anyone else on the waiting list

How much is it to join?

We charge a monthly membership fee of £12 per month per person. This is charged 12 months of the year including summer break. Payments are taken by direct debit via GoCardless.


Once a young person has been attending for about 3/4 weeks, has decided they would like to become a member of 19th Durham Scout Group and has worked towards the membership badge, the section leader will arrange a date for investing the young person into the Beaver Colony, Cub Pack, Scout Troop or Explorer Unit. The young person will take part in an investiture ceremony, when they say the promise of their choice and be presented with their group neckerchief, woggle and starter badges (world, district and group). 

Online Scout Manager (OSM)

OSM gives leaders the ability to do all administration in one simple, secure, system. It is not just a system for leaders though, OSM’s Parent Portal provides the parents the facility to ensure their own child’s basic address and contact records are kept up to date with all the relevant information about medical and dietary needs as well as allergy details. It also gives parents the tools to see the programme, view badge progress and load evidence of any work their child may have done at home and sign their child up to events.

Policy, Organisation and Rules

POR is the set of policies and rules that govern the running of Scouting and any activities undertaken by its members and gives guidance on the roles of Leaders and Executive members. More information can be found here.

Safe Scouting Cards

Providing adventure and skills in a safe environment is our top priority. Our Leaders all follow the codes of practice, policies and guidance outlined in the Safe Scouting Cards – Most often referred to by their colour (Yellow, Purple, Orange, Green and White). More information can be found here.