Annual General Meetings

Information for Groups Organising an AGM

Every year Scout Groups must hold an Annual General Meeting (AGM) within six months of the end of their financial year, i.e. usually before the end of September.

At the AGM the Group Scout Council must:

  • Appoint a Group Chair, following a recommendation from the Trustee Board completing an open selection process

  • Appoint a Group Treasurer, following a recommendation from the Trustee Board completing an open selection process

  • Appoint any Group Trustee Board members, following a recommendation from the Trustee Board completing an open selection process

  • Review the Annual Report and Annual Accounts of the Scout Group

  • Adopt a constitution

The formal business of the AGM should take no more than 30 minutes and can be combined with general feedback and entertainment from the youth section. A minimum of 14 days-notice should be given but ideally 28 days. You should have at least 10% of those eligible to attend at the meeting present.

Agenda

Items that need to be changed are in square brackets e.g. [date] - please make sure you set these and remove the instructions before sending out. It is also recommended to save the agenda as a PDF before sending it out.

Download Agenda Template

Annual Report and Accounts

Each Scout Group must prepare accounts to include in the annual report. For all groups who are not registered charities and have an income of less the £24,999 per year follow these instructions (if not contact treasurer@brentscouts.org.uk for advice):

Zoom or Teams Meeting

If the Group registered for The Scout Association’s Zoom deal you can use Zoom to hold your AGM; it has a limit of 300 participant.

If you did not register you can use Microsoft Teams with your Willesden Scouts email address, this has a limit of 80 participants. Participants do not need to have a Willesden Scout Email address to join meetings.

In both cases do not use the meeting invite function as this will share everyone’s email address and will be a breach of GDPR. Copy the meeting link and then add this to the email you send out to your members.

After the Annual General Meeting

  • New volunteers joining the Trustee Board should be registered on the membership system and complete a DBS.

  • GLV should add new members to the membership system and undertake DBS application with candidates.

  • Send a list of the new appointed Trustee Board members to appointments@brentscouts.org.uk

  • Complete the District Annual Return Form

  • If you are a registered charity, complete your Charity Commission return