{"number":"5c.2","body":"","content":{"layouts":[{"type":"singleColumn","areas":[{"items":[{"gridType":"RichTextBlock","content":"\u003Ch4\u003EIntroduction to the Constitution for a District (except Scotland)\u0026nbsp;\u003C/h4\u003E\n\u003Cp\u003EThis introduction is not part of the model constitution for a District but includes important points of context.\u00A0\u003C/p\u003E\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003EThe District constitution must always be used in the context of the rules in POR Chapter 5b. Chapter 5b contains rules which must not be amended.\u003C/li\u003E\n\u003Cli\u003EIn accordance with POR 5b.3.1.5 and 5b.3.1.6 any amendments or differences to the model constitution at POR 5c.2 below must be agreed at the AGM and fully recorded in the minutes.\u00A0\u003C/li\u003E\n\u003Cli\u003EIn the interest of openness, especially for new members of the District Scout Council, the District Scout Council must re-adopt their constitution at each Annual General Meeting (AGM).\u00A0\u003C/li\u003E\n\u003C/ol\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Cp\u003E\u003Cstrong\u003E5c.2.1.1 Preamble\u003C/strong\u003E\u003Cbr\u003EThis constitution describes the role, membership and operation of the District Scout Council, and the District Trustee Board.\u0026nbsp;\u003C/p\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Cp\u003E\u003Cstrong\u003E5c.2.1.2 Charitable objects\u003C/strong\u003E\u003Cbr\u003E[POR 1.1]\u0026nbsp;\u003Cbr\u003EOur purpose is to actively engage and support young people in their personal development, empowering them to make a positive contribution to society.\u0026nbsp;\u003C/p\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Ch4\u003E5c.2.2 The District Scout Council\u0026nbsp;\u003C/h4\u003E\n\u003Cp\u003E\u003Cstrong\u003E5c.2.2.1\u003C/strong\u003E\u003Cbr\u003EThe District Scout Council has a governance role for the charity and makes District Trustee Board appointments other than ex\u202Fofficio and co-opted Trustee appointments.\u00A0\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5c.2.2.2\u003C/strong\u003E\u003Cbr\u003EThe District Scout Council has no Trustee responsibilities.\u00A0\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5c.2.2.3\u003C/strong\u003E\u003Cbr\u003EThe members of the District Scout Council are\u00A0\u003C/p\u003E\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003EThe ex\u202Fofficio members of the District Scout Council are detailed in POR 5b.3.2.5\u00A0\u003C/li\u003E\n\u003Cli\u003EThe District Scout Council may \u003Cstrong\u003Eappoint \u003C/strong\u003Esome members as detailed in POR 5b.3.2.8.\u00A0\u003C/li\u003E\n\u003Cli\u003EThe District Scout Council may appoint some \u003Cstrong\u003Ecommunity\u003C/strong\u003E members. See POR 5b.3.2.9\u00A0\u003C/li\u003E\n\u003Cli\u003EThe maximum number of appointed and community members of a District Scout Council is detailed in POR 5b.3.2.10. \u00A0\u003C/li\u003E\n\u003C/ol\u003E\n\u003Cp\u003E\u003Cstrong\u003E5c.2.2.4\u003C/strong\u003E\u003Cbr\u003EDistrict Trustee Board administration must ensure that appointed District Scout Council Members are recorded locally in the minutes of the District Scout Council meeting which appoints them (normally the AGM). District Scout Council members (whether ex\u202Fofficio or appointed or community) must not be recorded as such on the membership system.\u00A0\u003C/p\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Ch4\u003E5c.2.3 The District Trustee Board\u0026nbsp;\u003C/h4\u003E\n\u003Cp\u003E\u003Cstrong\u003E5c.2.3.1\u003C/strong\u003E\u003Cbr\u003EThe District Trustee Board is responsible for the governance of the District, whether or not it is a charity in law. Although the District Trustee Board is responsible for the charity, it is accountable to the District Scout Council.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5c.2.3.2\u003C/strong\u003E\u003Cbr\u003E\u003Cstrong\u003EDistrict Trustee Board membership\u00A0\u003C/strong\u003E\u003C/p\u003E\n\u003Cp\u003EThe members of the District Trustee Board are:\u00A0\u003C/p\u003E\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003EEx\u202Fofficio\u00A0\u003Cbr\u003EThe ex officio roles are defined in POR 5b.3.3.5(a).\u00A0\u003C/li\u003E\n\u003Cli\u003EAppointed District Trustees (including Chair and Treasurer) are persons appointed by the District Scout Council as described in POR 5b.3.3.5(b).\u00A0\u003C/li\u003E\n\u003Cli\u003EThe selection process for appointed District Trustees must follow POR 5b.3.3.5(b) and POR 5b.3.3.6. \u00A0\u00A0\u003C/li\u003E\n\u003Cli\u003ECo-opted Trustees are persons co-opted by the District Trustee Board, see POR 5b.3.3.5(c). Their term of appointment is a maximum of 12 months (though re-appointment is permitted).\u003Cbr\u003EThe number of co-opted members must not exceed the actual number of appointed Trustees, excluding Chair and Treasurer. \u00A0If a co-option is required mid-year because of a vacancy arising, then this rule may be broken, provided that the total number of Trustees remains no greater than the total number of Trustees permitted by District Scout Council resolution at the AGM.\u00A0\u00A0\u003Cbr\u003EThe selection process for co-opted Trustees must follow POR 5b.3.3.5(c) and POR 5b.3.3.6.\u00A0\u003C/li\u003E\n\u003C/ol\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Ch4\u003E5c.2.4 District Scout Council \u2013 Annual General Meeting\u0026nbsp;\u003C/h4\u003E\n\u003Cp\u003E\u003Cstrong\u003E5c.2.4.1\u003C/strong\u003E\u003Cbr\u003ETo support the planning and delivery of a District AGM there is a downloadable \u2018\u003Ca href=\u0022/volunteers/running-things-locally/trustee-boards/annual-general-meetings/\u0022 title=\u0022Annual General Meetings\u0022\u003Escript\u003C/a\u003E\u2019 (including agenda and script templates and a suggested planning timetable).\u00A0\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5c.2.4.2\u003C/strong\u003E\u003Cbr\u003EEach District Scout Council must hold an Annual General Meeting (AGM) within six months of the end of the District\u2019s financial year. The District should give four weeks\u2019 notice of the date of the AGM.\u00A0\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5c.2.4.3\u003C/strong\u003E\u003Cbr\u003EThe AGM must:\u00A0\u003C/p\u003E\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003EUndertake governance oversight by\u00A0\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003Eapproving the minutes of the previous District AGM\u00A0\u003C/li\u003E\n\u003Cli\u003Eadopting (or re-adopting) the constitution of the District (POR 5c.2)\u003C/li\u003E\n\u003Cli\u003Enoting the dates of District\u2019s financial year\u003C/li\u003E\n\u003Cli\u003Eapproving appointed and community members of the District Scout Council\u00A0\u003C/li\u003E\n\u003Cli\u003Eagreeing the maximum total number of members of the District Trustee Board (this is one number representing the total of ex\u202Fofficio, appointed and co-opted members)\u00A0\u003C/li\u003E\n\u003Cli\u003Eagree the quorum for future meetings of the District Scout Council \u00A0\u003C/li\u003E\n\u003C/ol\u003E\n\u003C/li\u003E\n\u003Cli\u003EReview the previous financial year by\u00A0\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003Ereceiving from the District Lead Volunteer an overview of the past 12 months of activity in the District\u00A0\u003C/li\u003E\n\u003Cli\u003Ereceiving and considering the \u003Ca href=\u0022/volunteers/running-things-locally/finances-and-insurance/accounting-and-reporting/\u0022 title=\u0022Accounting and reporting\u0022\u003EDistrict Trustees\u2019 Annual Report\u003C/a\u003E and the annual statement of accounts which have been approved by the District Trustee Board.\u00A0\u003C/li\u003E\n\u003C/ol\u003E\n\u003C/li\u003E\n\u003Cli\u003EMake appointments\u00A0\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003Eappoint a Chair of the District Trustee Board, following recommendation from the selection process initiated by the District Trustee Board. \u00A0\u00A0\u003C/li\u003E\n\u003Cli\u003Eappoint a Treasurer of the District Trustee Board, following recommendation from the selection process initiated by the District Trustee Board. \u00A0\u00A0\u003C/li\u003E\n\u003Cli\u003Eappoint other members of the District Trustee Board, following recommendation from the selection process initiated by the District Trustee Board. \u00A0\u00A0\u003C/li\u003E\n\u003Cli\u003Eapprove the appointment of any District Presidents or District Vice Presidents and note current appointees (if any).\u00A0\u003C/li\u003E\n\u003Cli\u003Eappoint (or re-appoint) an auditor or independent examiner (see POR 5e.3)\u003C/li\u003E\n\u003Cli\u003Enominate two representatives of the District Scout Council, in addition to those ex-officio members detailed in POR 5b.3.2.6(b),(c),(d), to represent the District on the County Scout Council.\u00A0\u003C/li\u003E\n\u003C/ol\u003E\n\u003C/li\u003E\n\u003C/ol\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Ch4\u003E5c.2.5 District Trustee Board \u2013 purpose\u0026nbsp;\u003C/h4\u003E\n\u003Cp\u003E\u003Cstrong\u003E5c.2.5.1\u003C/strong\u003E\u003Cbr\u003EThe District Trustee Board is a team of volunteers who work together, as charity Trustees, to make sure Scouts is run safely and legally. At the heart of their role is a focus on strategy, performance and assurance, working to ensure that the District is meeting The Scout Association\u2019s overall aims and \u003Ca href=\u0022/news/2018/may/announcing-our-new-strategy-skills-for-life/\u0022 title=\u0022Announcing our new strategy: Skills for Life\u0022\u003Estrategic goals\u003C/a\u003E.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EEffective Trustee support helps other volunteers run the Scout programme that gives young people skills for life. \u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5c.2.5.2\u003C/strong\u003E\u003Cbr\u003EMembers of the District Trustee Board must act collectively as charity Trustees of the District (whether or not it is a charity in law), and in the best interests of the District and its members.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5c.2.5.3\u003C/strong\u003E\u003Cbr\u003EThe District Trustee Board must act in the charity\u2019s best interests, acting with reasonable care and skill and take steps to be confident that:\u0026nbsp;\u003C/p\u003E\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003Ethe District is:\u003Cbr\u003E\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003Ewell managed\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003Ecarrying out its purposes for the public benefit\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003Ecomplying with the District\u2019s governing document and the law\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003Emanaging the District\u2019s resources responsibly\u0026nbsp;\u003C/li\u003E\n\u003C/ol\u003E\n\u003C/li\u003E\n\u003Cli\u003EThe District is operating compliant with POR and the local charity regulator, including effective management of each of the Key Policies listed in POR Chapter 2a.\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003EYoung people are meaningfully involved in decision making at all levels \u0026nbsp;\u003C/li\u003E\n\u003Cli\u003EThe District has sufficient resources (funds, people, property and equipment) available to meet the planned work of the District including delivery of the high quality programme and resource requirements of the training programme (see POR 4b.7)\u003C/li\u003E\n\u003C/ol\u003E\n\u003Cp\u003E\u003Cstrong\u003E5c.2.5.4\u003C/strong\u003E\u003Cbr\u003EThe District Trustee Board members must themselves collectively:\u0026nbsp;\u003C/p\u003E\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003Edevelop and maintain a risk register, including putting in place appropriate mitigations \u0026nbsp;\u003C/li\u003E\n\u003Cli\u003Eensure that the District\u2019s finances are properly managed, including development and maintenance of appropriate budgets to support the work of the District\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003Eensure that where one of the District\u2019s Explorer Units is partnered with a Group and the operational financing is undertaken by the Group, this arrangement is documented in the Partnership Agreement, and the finance arrangements must follow this \u003Ca href=\u0022/volunteers/running-your-section/running-an-explorer-unit/governance-for-explorers/\u0022 title=\u0022Governance for Explorers\u0022\u003Eguidance\u003C/a\u003E.\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003Emaintain and manage:\u0026nbsp;\n\u003Cul\u003E\n\u003Cli\u003Ea reserves policy for the District. This must address the minimum reserves that should be maintained to allow for difficult financial circumstances in the District, and must also include a statement about how reserves outside that \u2018minimum\u2019 will be used for development of Scouts\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003Ean investment policy for the District\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003Ea public benefit statement for the District\u003C/li\u003E\n\u003C/ul\u003E\n\u003C/li\u003E\n\u003Cli\u003Eensure that people, property and equipment are appropriately insured, and that any property and equipment owned or used by the District is properly protected and maintained\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003Eensure the appointment and management and operation of any sub-teams created in line with POR 5c.2.5.5, including appointing a Chair to lead the sub-teams. This should normally be one of the District\u2019s Trustees. This sub-team Chair role title is Sub-Team Leader (see the Teams Table in POR Chapter 16).\u003C/li\u003E\n\u003Cli\u003Eensure that effective administration is in place to support the work of the District Trustee Board\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003Eappoint any co-opted members of the District Trustee Board \u0026nbsp;\u003C/li\u003E\n\u003Cli\u003Eensure transparency of operation, including:\u0026nbsp;\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003Eprepare and approve the Annual Accounts and arrange their examination by an auditor or independent examiner as appropriate and as appointed by the District Scout Council at their AGM\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003Eprepare and approve the \u003Ca href=\u0022/volunteers/running-things-locally/finances-and-insurance/accounting-and-reporting/\u0022 title=\u0022Accounting and reporting\u0022\u003EDistrict Trustees\u2019 Annual Report\u003C/a\u003E which must include the Annual Accounts and include the report from the auditor or independent examiner\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003Epresent the approved \u003Ca href=\u0022/volunteers/running-things-locally/finances-and-insurance/accounting-and-reporting/\u0022 title=\u0022Accounting and reporting\u0022\u003ETrustees\u2019 Annual Report and Annual Accounts\u003C/a\u003E to the District Scout Council for their consideration at the District\u2019s AGM\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003Efollowing the District AGM, ensure that the District Trustee Board administration:\n\u003Cul\u003E\n\u003Cli\u003Efiles a copy of the\u0026nbsp;\u003Ca href=\u0022/volunteers/running-things-locally/finances-and-insurance/accounting-and-reporting/\u0022 title=\u0022Accounting and reporting\u0022\u003EDistrict Trustees\u2019 Annual Report and Accounts\u003C/a\u003E as described in POR 5e.2.1.2 and POR 5e.2.1.3.\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003Erecords all District Trustees on the membership system, and ensures that the necessary eligibility checks are promptly concluded (should be by no later than 30 days following the AGM)\u003C/li\u003E\n\u003Cli\u003Eif the District is registered with their regulator, updates the District\u2019s registration details to list all District Trustees\u003C/li\u003E\n\u003C/ul\u003E\n\u003C/li\u003E\n\u003C/ol\u003E\n\u003C/li\u003E\n\u003Cli\u003Etake responsibility for the District\u2019s adherence to Data Protection Legislation recognising that, dependent on circumstances, it may at different times act as a Data Controller and as a Data Processor, including the Trustee Board responsibilities listed at POR 2a.3.2.1.\u003C/li\u003E\n\u003Cli\u003Eindividually and collectively maintain confidentiality regarding appropriate District Trustee Board business\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003Eput in place annually an open and transparent selection process to recommend to the District Scout Council appropriate persons to be appointed members of the District Trustee Board, including Chair and Treasurer. Vacancies for appointed Trustees only occur at the end of their period of appointment (for example, a Trustee may have been appointed for three years and so does not need to be re-appointed or re-selected after years 1 and 2).\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003Ewhere staff are employed:\u0026nbsp;\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003Eact as a responsible employer in accordance with Scouts\u2019 values and relevant legislation\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003Eensure that effective line management is in place for each employed staff member and that these are clearly established and communicated\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003Eensure that appropriate specific employee insurance is in place (POR 5g.4.1.2(j))\u003C/li\u003E\n\u003C/ol\u003E\n\u003C/li\u003E\n\u003C/ol\u003E\n\u003Cp\u003E\u003Cstrong\u003E5c.2.5.5\u003C/strong\u003E\u003C/p\u003E\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003EA District Trustee Board may create sub-teams it deems necessary to support its governance function (see POR 5c.2.5.4(f)). The District Trustee Board must ensure that for any sub-team it appoints:\u0026nbsp;\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003Eits purpose is governance focused and not operational\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003Eits members are agreed and approved by the District Trustee Board\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003Ethe District Chair has right of attendance\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003Ethe District Lead Volunteer has right of attendance\u0026nbsp;\u003C/li\u003E\n\u003C/ol\u003E\n\u003C/li\u003E\n\u003Cli\u003ESub-team members are not District Trustees unless they are already members of the District Trustee Board.\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003EAll sub-team members must be recorded on the membership system.\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003EIf a sub-team consists entirely of non-Trustee members it is good practice for at least one member of the sub-team to have completed the Being a Trustee in Scouts learning.\u003C/li\u003E\n\u003C/ol\u003E\n\u003Cp\u003E\u003Cstrong\u003E5c.2.5.6\u003C/strong\u003E\u003Cbr\u003ETo support effective governance and share good practice, the District Chair and Treasurer should create a support network amongst the Group Chairs and Group Treasurers of the District.\u0026nbsp;\u003C/p\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Ch4\u003E5c.2.6 District Scout Council - Conduct of meetings\u003C/h4\u003E\n\u003Cp\u003E\u003Cstrong\u003E5c.2.6.1\u003C/strong\u003E\u003Cbr\u003EThe District Scout Council meets at their AGM (POR 5c.2.4). \u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5c.2.6.2\u003C/strong\u003E\u003Cbr\u003EIt would be unusual for there to be additional meetings of the District Scout Council. This is because the primary task of the District Scout Council is to appoint the District Trustee Board. If members resign from the District Trustee Board, POR 16.9.2.2 must be followed, thus rendering an additional District Scout Council meeting unnecessary.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5c.2.6.3\u003C/strong\u003E\u003Cbr\u003EA District Scout Council meeting should normally be convened with at least four weeks\u2019 notice. A meeting may be convened on shorter or no notice with the agreement of at least three quarters of the members of the District Trustee Board.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5c.2.6.4\u003C/strong\u003E\u003Cbr\u003EDistrict Scout Council meetings are chaired by the District Chair. \u0026nbsp;If the Chair is unable to be present, the Chair may appoint a delegate to chair a meeting of the District Scout Council subject to such appointment being approved at the start of the meeting by a majority of the District Scout Council members present.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5c.2.6.5\u003C/strong\u003E\u003Cbr\u003EOnly District Scout Council members, as defined in POR 5c.2.2.3, may vote in District Scout Council meetings.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5c.2.6.6\u003C/strong\u003E\u003Cbr\u003EThe quorum for a District Scout Council meeting is agreed by the District Scout Council at their AGM (POR 5c.2.4.3(a)).\u003C/p\u003E\n\u003Cp\u003EIf there is no quorum present at a meeting of the District Scout Council, the meeting must be closed and reconvened at the earliest opportunity.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5c.2.6.7\u003C/strong\u003E\u003Cbr\u003EDecisions are made by a majority of votes cast by those present at the meeting. In the event of an equal number of votes being cast on either side, the Chair does not have a casting vote and the matter is taken not to have been carried. \u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5c.2.6.8\u003C/strong\u003E\u003Cbr\u003ETo discharge their responsibilities, the District Scout Council may meet by video conference as well as (or instead of) face to face when agreed by the District Chair. The District Scout Council must not \u2018meet\u2019 using any indirect process, such as email.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EAt any meeting which is not fully in person, there must be an online poll or other electronic method of counting votes.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5c.2.6.9\u003C/strong\u003E\u003Cbr\u003EAll meetings of the District Scout Council, whether face-to-face or otherwise, must be properly recorded and minuted.\u0026nbsp;\u003C/p\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Ch4\u003E5c.2.7 District Trustee Board - Conduct of meetings \u0026nbsp;\u003C/h4\u003E\n\u003Cp\u003E\u003Cstrong\u003E5c.2.7.1\u003Cbr\u003E\u003C/strong\u003EMeetings of the District Trustee Board should be convened with at least two weeks\u2019 notice, though it is good practice to schedule meeting dates well in advance. \u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EMeetings may be convened on shorter notice, using the guidance of POR 5c.2.7.3 to agree the date of the additional meeting.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5c.2.7.2\u003Cbr\u003E\u003C/strong\u003EDistrict Trustee Board meetings are chaired by the District Chair. \u0026nbsp;\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EIf the District Chair is unable to be present at a meeting, the District Trustee Board may choose a member to act as Chair for the duration of the meeting of the District Trustee Board subject to such appointment being approved at the start of the meeting by a majority of the members present at the meeting.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5c.2.7.3\u003C/strong\u003E\u003Cbr\u003EOnly members of a District Trustee Board as defined in POR 5b.3.3 may vote in meetings of the District Trustee Board. \u0026nbsp;\u003C/p\u003E\n\u003Cp\u003ETrustees (including ex officio Trustees) must have a full appointment as a Trustee before they can vote at, or influence discussion at, a Trustee Board meeting. They can be invited to attend Trustee Board meetings while they have a provisional appointment but may not influence decision making or take part in any voting.\u003C/p\u003E\n\u003Cp\u003EDecisions are made by a majority of votes cast by the Trustees present at the meeting. In the event of an equal number of votes being cast on either side, the meeting Chair does not have a casting vote and the matter is taken not to have been carried.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5c.2.7.4\u003C/strong\u003E\u003Cbr\u003EThe quorum for a meeting of a District Trustee Board is one third of the Trustees (ex\u202Fofficio plus appointed plus co-opted) plus one [round down if necessary]. So, a Trustee Board with 10 members would have a quorum of four. And a Trustee Board with six members would have a quorum of three.\u003C/p\u003E\n\u003Cp\u003EFor any sub-teams of the District Trustee Board, the quorum for each sub-team must be set by the District Trustee Board, based on the size of the sub-team and the complexity of its task(s).\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EIf there is no quorum present at a meeting of the District Trustee Board, or a sub-team, the meeting must be closed and reconvened at the earliest opportunity.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5c.2.7.5\u003C/strong\u003E\u003Cbr\u003ETo fulfil their responsibilities, the District Trustee Board may meet by video conference or in person, as determined by the District Chair. This includes \u0027hybrid\u0027 meetings, where some Trustees are present at an agreed location while others participate remotely via phone or video.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EWhether hybrid or in person, it is important that all persons present at a meeting are able to:\u0026nbsp;\u003C/p\u003E\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003Ebe seen\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003Eask questions\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003Ejoin in the debate\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003Esee, share and display documents such as resolutions\u0026nbsp;\u003C/li\u003E\n\u003C/ol\u003E\n\u003Cp\u003E\u003Cstrong\u003E5c.2.7.6\u003Cbr\u003E\u003C/strong\u003EWhere urgent matters arise between scheduled meetings of the District Trustee Board and if it is not feasible to convene a meeting of the Trustee Board, electronic voting (such as email) may be used for decision making provided the District Chair deems it appropriate.\u003C/p\u003E\n\u003Cp\u003EDigital applications other than email are not normally appropriate to be used for such decision making. This includes WhatsApp, Doodle and similar tools, which should only be considered in exceptional circumstances and with the agreement of the District Chair.\u003C/p\u003E\n\u003Cp\u003EFor such decisions taken between meetings, a minimum of 75% [round down if necessary] of the total number of Trustees must approve the matter. The results of the vote must be reported to, and recorded in the minutes of, the next District Trustee Board meeting.\u003C/p\u003E","gtmId":"","gtmClass":""}]}],"config":null}]},"deprecated":false,"url":"/por/5c-constitutions-of-groups-districts-and-counties-except-in-scotland/5c2-constitution-for-a-district-except-in-scotland/","id":85577,"nodeName":"5c.2 Constitution for a District (except in Scotland)","title":"Constitution for a District (except in Scotland)","type":"pORRule","image":null,"assets":null,"headerOptions":{"headerTitle":"Constitution for a District (except in Scotland)","headerSubTitle":null,"headerCta":null,"headerCtaText":null,"headerCtaLink":null,"headerBackgroundColour":null,"showSEOImage":false,"headerBackgroundImage":null,"quickLinks":null},"searchDescription":"","subHeader":"","browserTitle":null,"silktide":"eyJjbXMiOiJVbWJyYWNvIiwiZWRpdG9yVXJsIjoiaHR0cHM6Ly9wcm9kLWNtcy5zY291dHMub3JnLnVrLy91bWJyYWNvIy9jb250ZW50L2NvbnRlbnQvZWRpdC84NTU3NyJ9","canonicalUrl":"https://www.scouts.org.uk/por/5c-constitutions-of-groups-districts-and-counties-except-in-scotland/5c2-constitution-for-a-district-except-in-scotland/"}