{"alias":"contentPage","byline":null,"standfirst":null,"content":{"layouts":[{"type":"singleColumn","areas":[{"items":[{"gridType":"RichTextBlock","content":"\u003Ch4\u003EWhat AGMs are\u003C/h4\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Cp\u003EThe Annual General Meeting (AGM) is an opportunity for members to meet with the Trustees and hear their report on the charity, review of the accounts, and other administrative business.\u00A0\u003C/p\u003E\n\u003Cp\u003EIt\u2019s a compulsory yearly meeting that happens within 6 months of the end of the charity\u2019s financial year, and where the Scout Council appoints their Trustees.\u00A0\u003C/p\u003E\n\u003Cp\u003EThere\u2019s a formal part to the AGM, but it doesn\u2019t mean it has to be a lengthy or tedious meeting. This is an opportunity to celebrate the things you\u2019ve done in the past year, show what the young people have achieved, thank volunteers and connect with the local community.\u003C/p\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Ch4\u003EResources to help you prepare and run your AGM\u003C/h4\u003E","gtmId":"","gtmClass":""},{"type":"Plain","cta":"","body":"\u003Cp\u003EYou may consider using a template agenda and script to prepare for your AGM:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003E\u003Ca href=\u0022https://cms.scouts.org.uk/media/itjhi3zc/group-template-agm-agenda-script-and-timelines-03-2026.docx\u0022 title=\u0022Group AGM Agenda Script And Timelines Template March 2026\u0022\u003EDownload Group template AGM agenda and script\u003C/a\u003E\u003C/li\u003E\n\u003Cli\u003E\u003Ca rel=\u0022noopener\u0022 href=\u0022https://cms.scouts.org.uk/media/ivdbv203/district-template-agm-agenda-script-and-timelines-03-20261.docx\u0022 target=\u0022_blank\u0022 title=\u0022District AGM Agenda Script And Timelines Template March 2026\u0022\u003EDownload District template AGM agenda and script\u003C/a\u003E\u003C/li\u003E\n\u003Cli\u003E\u003Ca rel=\u0022noopener\u0022 href=\u0022https://cms.scouts.org.uk/media/g0jkqggt/county-template-agm-agenda-script-and-timelines-03-20261.docx\u0022 target=\u0022_blank\u0022 title=\u0022County AGM Agenda Script And Timelines Template March 2026\u0022\u003EDownload County template AGM agenda and script\u003C/a\u003E\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003ETemplates last updated: March 2026\u003C/p\u003E\n\u003Cp\u003E\u003Cspan class=\u0022TextRun SCXW82515821 BCX0\u0022 lang=\u0022EN-GB\u0022 data-contrast=\u0022none\u0022\u003E\u003Cspan class=\u0022NormalTextRun SCXW82515821 BCX0\u0022 data-ccp-parastyle=\u0022Normal (Web)\u0022\u003EPlease\u003Cspan\u003E\u0026nbsp;\u003C/span\u003E\u003C/span\u003E\u003C/span\u003E\u003Cspan class=\u0022TextRun SCXW82515821 BCX0\u0022 lang=\u0022EN-GB\u0022 data-contrast=\u0022none\u0022\u003E\u003Cspan class=\u0022NormalTextRun SCXW82515821 BCX0\u0022 data-ccp-parastyle=\u0022Normal (Web)\u0022\u003Eensure that you use the latest version for your AGM.\u003C/span\u003E\u003C/span\u003E\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003ERead \u003Ca rel=\u0022noopener\u0022 href=\u0022https://scouts.scot/rules-and-guidance-por/\u0022 target=\u0022_blank\u0022\u003EScottish variations of the scripts\u0026nbsp;\u003C/a\u003E\u003C/p\u003E","link":null,"colour":"#006ddf","title":"AGM agenda and script","image":null,"imageFocus":"","imageId":0,"imageKey":"00000000-0000-0000-0000-000000000000","imageCrop":"","gridType":"card","gtmId":"","gtmClass":""},{"type":"Plain","cta":"","body":"\u003Cp\u003E\u003Ca href=\u0022/volunteers/running-things-locally/finances-and-insurance/accounting-and-reporting/\u0022 title=\u0022Accounting and reporting\u0022\u003EDiscover templates for the Trustees\u2019 Annual Report\u003C/a\u003E.\u003C/p\u003E","link":{"name":"Accounting and reporting","id":null,"url":"/volunteers/running-things-locally/finances-and-insurance/accounting-and-reporting/","newWindow":false,"target":null},"colour":"#006ddf","title":"Trustees\u0027 Annual Report","image":null,"imageFocus":"","imageId":0,"imageKey":"00000000-0000-0000-0000-000000000000","imageCrop":"","gridType":"card","gtmId":"","gtmClass":""},{"type":"Plain","cta":"","body":"\u003Cp\u003E\u003Ca href=\u0022/volunteers/running-things-locally/finances-and-insurance/accounting-and-reporting/\u0022 title=\u0022Accounting and reporting\u0022\u003EDiscover independent examination of accounts and report templates.\u003C/a\u003E\u003C/p\u003E","link":{"name":"Accounting and reporting","id":null,"url":"/volunteers/running-things-locally/finances-and-insurance/accounting-and-reporting/","newWindow":false,"target":null},"colour":"#006ddf","title":"Independent examination of accounts","image":null,"imageFocus":"","imageId":0,"imageKey":"00000000-0000-0000-0000-000000000000","imageCrop":"","gridType":"card","gtmId":"","gtmClass":""},{"type":"Plain","cta":"","body":"\u003Cp\u003ELet everyone know about your AGM with a personalised poster. \u003Ca rel=\u0022noopener\u0022 href=\u0022https://scoutsbrand.org.uk/catalogue/item/agm-poster\u0022 target=\u0022_blank\u0022\u003EDiscover AGM poster\u003C/a\u003E.\u003C/p\u003E","link":{"name":"https://scoutsbrand.org.uk/catalogue/item/agm-poster","id":null,"url":"https://scoutsbrand.org.uk/catalogue/item/agm-poster","newWindow":false,"target":"_blank"},"colour":"#006ddf","title":"AGM poster","image":null,"imageFocus":"","imageId":0,"imageKey":"00000000-0000-0000-0000-000000000000","imageCrop":"","gridType":"card","gtmId":"","gtmClass":""}]}],"config":null},{"type":"singleColumn","areas":[{"items":[{"gridType":"RichTextBlock","content":"\u003Ch4\u003EGuidance and top tips\u003C/h4\u003E","gtmId":"","gtmClass":""},{"gridType":"accordion","gtmId":"","gtmClass":"","showExpand":true,"items":[{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cp\u003EHere\u2019s a suggested timeline to help you plan and prepare your AGM:\u00A0\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EDuring the final quarter of the financial year:\u00A0\u003C/strong\u003E\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EAgree the date for the AGM (if not already done at the end of the previous AGM). The AGM must be scheduled for no later than six months after the end of the financial year. \u00A0\u00A0\u003C/li\u003E\n\u003Cli\u003EShare the AGM date with all members of the Scout Council, your community and any other relevant volunteers.\u003Ca href=\u0022/por/5b-local-governance-of-groups-districts-and-counties/#\u0022 title=\u00225b. Local governance of Groups, Districts and Counties\u0022 data-anchor=\u0022#\u0022\u003E (POR 5b)\u003C/a\u003E\u003C/li\u003E\n\u003Cli\u003EStart planning how the Treasurer will complete the \u003Ca href=\u0022/volunteers/running-things-locally/finances-and-insurance/accounting-and-reporting/\u0022 title=\u0022Accounting and reporting\u0022\u003Eannual statement of accounts\u003C/a\u003E and when they need to provide it to a Scrutineer/Independent Examiner/Auditor.\u00A0\u003C/li\u003E\n\u003Cli\u003EAdvertise the AGM date, including to dignitaries and guests.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003E\u003Cstrong\u003EThree to four months prior to the AGM:\u00A0\u003C/strong\u003E\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EReview Trustee Board memberships to identify if any appointment periods are coming to an end, if any Trustee needs (and wants) to be re-appointed, and if there are any vacancies.\u003C/li\u003E\n\u003Cli\u003EAgree on how the Trustee Board will conduct an \u003Ca href=\u0022/volunteers/running-things-locally/trustee-boards/recruiting-new-trustees/open-selection-process-for-appointing-trustees/\u0022 title=\u0022Open Selection Process for Appointing Trustees\u0022\u003Eopen selection process for appointing Trustees\u003C/a\u003E.\u00A0\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003EPlease note: appointed and co-opted Trustees (including the Chair and Treasurer) may only be in the same Trustee role on the specific Trustee Board for no more than nine years. You\u2019ll find more information on \u003Ca href=\u0022/por/5b-local-governance-of-groups-districts-and-counties/#\u0022 title=\u00225b. Local governance of Groups, Districts and Counties\u0022 data-anchor=\u0022#\u0022\u003Eterm of appointment on POR 5b. \u003C/a\u003E\u00A0\u00A0\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003ETwo months prior to the AGM:\u00A0\u003C/strong\u003E\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EMake arrangements for the open selection process for appointing Trustees, such as advertising vacancies, running elections, undertaking a search group, or receiving applications.\u003C/li\u003E\n\u003Cli\u003EFinalise the \u003Ca href=\u0022/volunteers/running-things-locally/finances-and-insurance/accounting-and-reporting/\u0022 title=\u0022Accounting and reporting\u0022\u003ETrustees\u2019 annual report\u003C/a\u003E.\u003C/li\u003E\n\u003Cli\u003ETrustee Board receive the annual statement of accounts from the Scrutineer/Independent Examiner/Auditor and approve it.\u00A0\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003E\u003Cstrong\u003EOne month prior to the AGM:\u00A0\u003C/strong\u003E\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003ESend the formal invitation for the AGM to all members of the Scout Council, together with the agenda, the minutes of the previous AGM, a link to the POR model constitution in \u003Ca href=\u0022#\u0022 title=\u00225. Local governance and finance of Groups, Districts, Counties\u0022\u003EChapter 5\u003C/a\u003E, and a copy of the Trustee Annual Report and Accounts. Invite pre submission of questions.\u003C/li\u003E\n\u003Cli\u003EConclude the appointment process for Trustees and other roles for the AGM.\u00A0\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003E\u003Cstrong\u003EAfter the AGM:\u00A0\u003C/strong\u003E\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EWithin 14 days following from the AGM, send signed copies of the approved Trustees\u2019 annual report and accounts to:\u00A0\n\u003Cul\u003E\n\u003Cli\u003E[If Group Trustee Board] District Treasurer\u003C/li\u003E\n\u003Cli\u003E[If District Trustee Board] County Treasurer\u003C/li\u003E\n\u003Cli\u003E[If County Trustee Board] Country and UK Headquarters, including the \u2018audit\u2019 report\u00A0\u003C/li\u003E\n\u003C/ul\u003E\n\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cul\u003E\n\u003Cli\u003EFor Districts only: Inform the County Trustee Board who your District representatives are for the County Scout Council.\u003C/li\u003E\n\u003Cli\u003EFor Counties/Regions/Areas only: Inform The Scout Association Board of Trustees who your representatives are for the Council of The Scout Association.\u003C/li\u003E\n\u003Cli\u003EIf the charity is registered send a copy of the annual report and accounts to the appropriate charity regulator, in accordance with their deadlines.\u003C/li\u003E\n\u003Cli\u003EVerify the drafted AGM minutes at the next Trustee Board meeting.\u003C/li\u003E\n\u003C/ul\u003E","label":"Timelines for planning and preparing your AGM"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cp\u003EHere are some tips on how to plan your AGM: \u0026nbsp;\u003C/p\u003E\n\u003Col\u003E\n\u003Cli\u003EAsk parents and volunteers to help with the planning and logistics, for example organising and serving refreshments or putting together photographs or activities. \u0026nbsp;\u003C/li\u003E\n\u003Cli\u003EInvite members of the community who might be linked to or interested in Scouts.\u003C/li\u003E\n\u003Cli\u003EKeep the meeting focused and allow around 30 minutes for the key business.\u003C/li\u003E\n\u003Cli\u003EAsk people in advance if they\u0027d like to add items to the agenda.\u003C/li\u003E\n\u003Cli\u003EHave a plan for how you\u2019ll manage any questions or requests for further explanation.\u003C/li\u003E\n\u003Cli\u003EConsider sending copies (paper or digital) of the Trustees\u0027 Annual Report and accounts to people beforehand and have copies at the meeting.\u0026nbsp;\u003C/li\u003E\n\u003C/ol\u003E","label":"Tips on planning a successful AGM"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cp\u003EHere are some tips on how to create a nice environment and get more people involved in your AGM:\u0026nbsp;\u003C/p\u003E\n\u003Col\u003E\n\u003Cli\u003ETry holding the AGM in combination with another event, such as a presentation evening, family camp or summer barbeque.\u003C/li\u003E\n\u003Cli\u003EAllow social time before and after the event so that people can get to know each other.\u003C/li\u003E\n\u003Cli\u003EProvide refreshments.\u003C/li\u003E\n\u003Cli\u003EGet young people involved \u2013 it\u2019s great for parents to get to see what their children have been doing.\u003C/li\u003E\n\u003Cli\u003EInclude videos, slide shows or photo montages of your local events over the past year.\u003C/li\u003E\n\u003Cli\u003EAdd an awards presentation as part of your AGM to celebrate and thank volunteers, parents, carers and members of your community for all they do.\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003EInvite a guest speaker to talk about a specific topic your Scout Council might be interested in - and remember to brief your key speaker before the event.\u003C/li\u003E\n\u003C/ol\u003E","label":"Tips on creating a nice environment"}]},{"type":"Plain","cta":"","body":"\u003Cul\u003E\n\u003Cli\u003E\u003Ca href=\u0022/volunteers/running-things-locally/trustee-boards/recruiting-new-trustees/open-selection-process-for-appointing-trustees/\u0022 title=\u0022Open Selection Process for Appointing Trustees\u0022\u003EOpen selection process for appointing Trustees\u003C/a\u003E\u003C/li\u003E\n\u003Cli\u003E\u003Ca href=\u0022/volunteers/running-things-locally/trustee-boards/your-constitution/\u0022 title=\u0022Your Constitution\u0022\u003EYour constitution\u003C/a\u003E\u003C/li\u003E\n\u003Cli\u003E\u003Ca href=\u0022/volunteers/running-things-locally/trustee-boards/recruiting-new-trustees/\u0022 title=\u0022Recruiting new trustees\u0022\u003ERecruiting new Trustees\u0026nbsp;\u003C/a\u003E\u003C/li\u003E\n\u003Cli\u003E\u003Ca href=\u0022/volunteers/running-things-locally/local-teams/trustee-boards/\u0022 title=\u0022Trustee Boards\u0022\u003ETrustee Board Team Description\u003C/a\u003E\u003C/li\u003E\n\u003Cli\u003E\u003Ca href=\u0022/volunteers/running-things-locally/trustee-boards/tools-to-support-trustee-boards/\u0022 title=\u0022Key themes directory\u0022\u003ETools to support Trustee Boards\u003C/a\u003E\u003C/li\u003E\n\u003C/ul\u003E","link":null,"colour":"#0061ce","title":"You might find useful","image":null,"imageFocus":"","imageId":0,"imageKey":"00000000-0000-0000-0000-000000000000","imageCrop":"","gridType":"card","gtmId":"","gtmClass":""}]}],"config":null}]},"searchDescription":"Resources to help you organise and run your Annual General Meeting (AGM)","pageType":null,"location":null,"browserTitle":"","versionDate":"10 August 2023","reviewDate":"11/11/2020","redirectUrl":"","id":76032,"nodeName":"Annual General Meetings","title":"Annual General Meetings","type":"contentPage","image":{"url":"/media/12108/fdl-hp.jpg?width=800\u0026height=450\u0026v=1dab8e1b20252a0","caption":"Scouts purple logo","type":"jpg","size":93039,"width":1268,"height":664,"altText":"An image of a purple background showing the white Scouts logo"},"assets":null,"headerOptions":{"headerTitle":"Annual General Meetings (AGMs)","headerSubTitle":"Resources to help you prepare and run your AGM","headerCta":"","headerCtaText":"","headerCtaLink":"","headerBackgroundColour":"0061ce","showSEOImage":false,"headerBackgroundImage":null,"quickLinks":[{"caption":"","title":"Trustee Boards","url":"/volunteers/running-things-locally/trustee-boards/","newWindow":false}]},"subHeader":"Resources to help you organise and run your Annual General Meeting (AGM)","silktide":"eyJjbXMiOiJVbWJyYWNvIiwiZWRpdG9yVXJsIjoiaHR0cHM6Ly9wcm9kLWNtcy5zY291dHMub3JnLnVrLy91bWJyYWNvIy9jb250ZW50L2NvbnRlbnQvZWRpdC83NjAzMiJ9","canonicalUrl":"https://www.scouts.org.uk/volunteers/running-things-locally/trustee-boards/annual-general-meetings/"}