Who’s who and what’s what?

The following provides information and resources for 1st Lightwater Leaders. Still got a question? Then please contact a fellow leader or submit an enquiry through our contact us form.

Levels of Leadership – Whats expected?

We recognise you are a volunteer and that you have work/life commitments, so you’re fully appreciated whatever you can manage. However its recognised the young members gain great benefit from seeing familiar faces and regular uniformed leaders.

Occasional helper (no uniform, DBS clearance or training required).   Perhaps help sort jumble, build the village bonfire or teach a skill you may have on a meeting night. Anything you can provide on an ad hoc basis.

Helper (no uniform, DBS clearance required, no training required). Helping out on a meeting night on a more regular basis. Supporting the leaders.

Sectional Assistant (optional uniform, DBS clearance required, minimum training required). More regular meeting night attendance and playing more of a role to organise and help plan activities.

Assistant Leader (uniform, DBS clearance required, training required). More regular meeting night attendance and playing more of a role to organise and help plan activities.

Leader (uniform, DBS clearance required, training required). Regular attendance (but doesn’t have to be every week in a term). Responsibility for meeting nights and any events carried out.

A typical night

Gosh! That’s a hard one, as every section is slightly different (usually linked with age) and all carry out such a diverse programme. A meeting will start with a gathering and some sections will break flag. Activities will be undertaken for the majority of the night. ‘Scouts Own’ may also form part of the night, where time is provided to stop, think and reflect. At the end of the evening flag will be lowered or some sections have a little chant they repeat. The following lists some of the things a section will also be doing in the background;

  • Register (attendance)
  • Badges (keeping records, understanding requirements and obtaining them)
  • Investitures
  • Activity planning – term time and camps
  • Training
  • Welcome or ‘moving on’ (leaving) information

Whos who?

We have Beaver Colonies, Cub Packs and Scout Troops, each of which is run by a Leader, usually an Assistant Leader and sometimes a Young Leader or Helper. The roles undertaken by volunteers include:

  • Group Scout Leader (GSL)  
  • Assistant GSL 
  • Chairman
  • Treasurer 
  • Secretary
  • Group Chaplain 
  • Facilities Co-ordinator
  • Supporters Chairman 
  • Supporters Secretary 
  • Waiting List Co-ordinator 
  • Subs co-ordinator 
  • Quartermaster 
  • Minibus Co-ordinator 
  • Headquarters Diary 
  • HQ Cleaning Rota 


Most information is cascaded by email. We also have a Group facebook page which is useful to link to and keep in touch with whats happening – ‘1st Lightwater Scouts’.  Many of the sections have closed facebook groups only accessible by parents of that section. Ask a leader for details to join.

Surrey Heath District Newsletter -distributed via email

Surrey County Newsletter – distributed via email


Used for online meetings.

Host/Admin support for Lightwater Scouts can be found here.

UK Scout info for online platforms

Using the HQ

ENTRY/BUILDING ALARM –  To access the HQ you require keys. A code is required for the alarm system. Both are obtainable from fellow leaders.

KEYS – You will require a key to our minibus garage, to get into the Marley building (outside store) and to our Gas cage (where gas bottles are stored), for the store room exit doors. All can be explained to you. 

FIRE ALARM – Details on what to do are held within our HQ risk assessment. To reset the alarm you will need a code (and the technique on how to get to the key pad), which a fellow leader can provide.

CLEANING – The HQ is regularly cleaned via a parent rota. However after any use the following should be ensured:

  • Sweep up and clean up any mess that has been made.
  • Empty any bins and take rubbish home/ask someone to take rubbish home (there is NO BIN COLLECTION AT THE HQ)
  • No perishable food should be left out or within fridge. Take it home or give it away. It goes mouldy if left.
  • Non-perishable food left overs can be stored in the kitchen cupboard.
  • All blinds at windows in the hall and curtains in the exec room should be closed before departure.
  • Outdoor fires should be put out completely and double checked before locking up.
  • All lights, including external floodlights need to be off before locking up.
  • Ensure the building alarms are on before leaving.


Accidents happen. Its not a problem and we just need to get it fixed so please report anything of this nature to the following people.

  • EQUIPMENT – Quartermaster
  • BUILDING OR GROUNDS – Facilities Coordinator
  • MINIBUS/TRAILER – Minibus Coordinator

Equipment use and the Store


Out of bounds to ALL young members. Young members may access them if a Leader is present or if they have been given specific permission. If borrowing equipment (tents, stoves, shelters, tables etc.) then please notify the quartermaster, so that we can ensure its available for your use.

Damaged or Broken equipment – please label it and place in the store, letting the quartermaster know, so it can be repaired or replaced.

Please keep the store tidy as there is no one else to put things back on shelves after you’ve used them.

CUPBOARDS IN HALL – Each section has its own cupboard that it uses to store activity equipment relative to them alone. Some are locked.

PROJECTOR, SPEAKERS, EXTENSION CABLE, HIFI – Are available and require a key to access them. Refer to a fellow leader for further info.

Use of Hall

The Scout HQ is for the use of Scouting activities only and due to legal requirements can not be used outside of this remit.


Our 16 seater minibus is available for use by booking in advance with the minibus coordinator. It is only licenced for use by Scouts. The trailer can also be booked in the same way.

Renault Master: Length 6.0 meters.(including tow bar).  Height 2.5 meters.  Width 2.4 meters with the mirrors out. Weight 3900 Kgs.

HOW TO BECOME AN INSURED DRIVER –  To drive the minibus you must provide a copy of your licence to the minibus coordinator in order to obtain insurance. You must have the appropriate licence to be able to drive a bus of this size as well as tow a trailer (if required).


Each section (beavers, cubs, scouts) has a budget (agreed by the Exec committee) for spend within any financial year. Receipts should be submitted to the group treasurer for reimbursement.

Mileage can be claimed by letting the group treasurer know how many miles and by providing a description of what the journey was for e.g. training, camp etc.

All other expenditure requires the permission of the Executive Committee before any transaction takes place.

Expenses Claim Form 


Badges are obtained from the Scout Shop. It is recommended that orders be emailed in advance of collection, so they can make sure they are in stock.


Details on all training can be found on the main scout website. Training recognises people who come to the role with no skills or background in scouting, as well as those that have lots of experience.

To become a uniformed leader it is mandatory to undertake three modules, which cover such topics as scouting principals, tools and safety. There will then be a short appointee interview, where your suitability will be assessed.

A fully trained leader will gain their Woodbadge (up to 38 modules are available) and wear toggles around their neck. On receiving this award leaders also gain a Gilwell scarf and woggle. This part is not mandatory but provides  useful information such as how to plan activities, discovering beliefs  and the wider programme of scouting.

As a uniformed leader it is mandatory to undertake a days first aid training every three years. A reminder is usually provided.

Training is also available across a variety of disciplines, such as pioneering, archery, kayaking, mountain leadership etc. Where training of this nature is required and useful to the group it is paid for by the group. A training coordinator for our District provides dates for courses, usually via District or County Newsletters.

To undertake certain activities, such as camping, permits are required. Interested? Then enquire through the other leaders, who in some instances  may be able to offer the experience required to help you pass the requirements. Or speak with the GSL.


Templates and Branding material

Group Logo – 1st Lightwater Scouts (pre 2018)


Activity resources and information – links to local area

Surrey Scout Website – Activity Links (lots!)

Paintball (Chobham)

Runways End (multi activity centre)


Oakwood Activity Centre (multi activity centre)

Surrey Scout Canoeing

National Trust – Dapdune Wharf

Gravity Force Trampolining, Camberley

Skiing, Donutting – Bracknell

Woking Mosque

Buddhist Temple – Woking

Indoor Sky Diving– Basingstoke

Coral Reef Swimming – Bracknell

Local Butchers


Health, Safety and Welfare (including risk assessments)

Please click here for the Adult Code of Behaviour and generic risk assessments