How-to guide

Trustee report

Trustees govern the organisation, so the report is about the organisation as a whole, not each section. It pulls together what's already in Scout Suite and puts anything that needs a decision at the top.

Watch this on its own page

Produce it before the meeting
Open Reports → Trustee report, or Things to review at a trustee meeting on the dashboard. Districts and counties find it as Trustee report in their menu. Produce report covers the time since the last report, or choose your own dates.
Producing a report is for those who change the group's reports: the trustees (the Chair, Group Lead Volunteer, Treasurer and general Trustees) and anyone given reports through an override.
What needs a decision comes first
Anything that needs the board's attention is gathered at the top: incidents reported under RIDDOR, open safeguarding concerns, high-scoring risks, overdue premises audit actions and maintenance, expired certificates, open data breaches, overdue subject access requests, overdue invoices, Gift Aid waiting to be claimed, and equipment lost or stolen.
Then each area
Membership shows young people and adults, the change since the last report, how many young people are in each section, joiners, leavers and the waiting list. Safety, Premises, Data protection and Money follow, then Assets lost or written off: equipment disposed of, lost or stolen, kit missing at a stocktake, and invoices or balances written off. Each area only appears for people who can see it in Scout Suite.
Disclosure checks and training are kept in the Scouts' own membership system, so they aren't part of this report.
Governance covers the board's own housekeeping: whether the reserves policy is set and when it's due for review, insurance documents that have run out or run out in the next two months, and which trustees have made this year's declaration of interests. Anything overdue joins the list at the top.
Declarations of interest
Each trustee declares, once a year, anything that could conflict with the charity's interests, such as a business the group buys from or a relative it employs. Open Reports → Declarations of interest (districts and counties: Declarations of interest in their menu), write each interest in your own words, or tick I have nothing to declare, and Save declaration.
Everyone who can see the register sees each trustee's declaration for the year, with anyone still to declare marked Not yet declared. Change the year to look back at earlier ones.
Keep a record
Every report is kept as it was produced, so the board can look back at any meeting. PDF downloads it for the meeting papers.
Each person sees only the parts of a kept report they can see elsewhere: someone without the group's finances doesn't see the Money section, whoever produced it. A report can be deleted by whoever produced it, or by someone who can see all of it.
Everything Scout Suite does for the board is on Trustees and governance.

Setup

Trustee report

Produce it before the meeting

What needs a decision comes first

Then each area

Declarations of interest

Keep a record

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