{"alias":"contentPage","byline":null,"standfirst":null,"content":{"layouts":[{"type":"singleColumn","areas":[{"items":[{"gridType":"RichTextBlock","content":"\u003Cp\u003EHere\u2019s an overview of some of the topics you may need to discuss at your meetings, and suggestions of how often to have these discussions. Depending on your Group\u2019s, District\u2019s, or County\u2019s/Area\u2019s/Region\u2019s (Scotland) size, structure, and needs, you might want to include other topics with different frequencies. The order you approach the topics might vary depending on your local situation. \u0026nbsp;\u003C/p\u003E\n\u003Cp\u003ERemember, Trustee Boards should focus on governance, while wider teams (including sub-teams, Group Leadership Teams, and District/County Support Teams) focus on support and operational tasks. At Trustee Board meetings, you may talk about the day-to-day running of Scouts, but your focus should be on making sure things are going to plan, the budget is well-managed, and there\u2019s support in place. \u0026nbsp;\u003C/p\u003E\n\u003Cp\u003ETrustee Boards need to feel confident and be competent when carrying out their responsibilities, especially with safeguarding and safety compliance. To make sure this happens, it\u2019s important that Trustee Boards look for technical help when they need it, such as by networking with other Trustee Boards.\u003C/p\u003E","gtmId":"","gtmClass":""},{"gridType":"callToAction","gtmId":"","gtmClass":"","buttonText":"Download the meeting agenda prompts in Word format","buttonLink":{"name":"https://cms.scouts.org.uk/media/vtzjinvl/trustee-board-meeting-agenda-prompts-nov-2024.docx","id":null,"url":"https://cms.scouts.org.uk/media/vtzjinvl/trustee-board-meeting-agenda-prompts-nov-2024.docx","newWindow":false,"target":null},"colour":{"value":"0061ce","label":"0061ce"},"alignment":"left"},{"gridType":"callToAction","gtmId":"","gtmClass":"","buttonText":"Download the template meeting agenda in Word format","buttonLink":{"name":"Board Agenda Template V1 April 2025","id":null,"url":"https://prod-cms.scouts.org.uk//media/m1wdhpn3/board-agenda-template-v1-april-2025.docx","newWindow":false,"target":"_blank"},"colour":{"value":"0061ce","label":"0061ce"},"alignment":"left"},{"gridType":"RichTextBlock","content":"\u003Ch3\u003EEvery meeting\u003C/h3\u003E\n\u003Cp\u003ETopics to discuss at every Trustee Board meeting.\u003C/p\u003E","gtmId":"","gtmClass":""},{"gridType":"accordion","gtmId":"","gtmClass":"","showExpand":true,"items":[{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cp\u003E\u003Cstrong\u003EAnnual budget.\u003C/strong\u003E How are you following up with your spending? Are you spending what you expect to, based on your annual budget? Are you receiving the income you expected? If not, you might want to discuss actions to resolve this (such as fundraising or changing your planned activities). \u00A0\u003C/p\u003E\n\u003Cp\u003EGrants and funds. Are there any grants or funds available you could apply for? \u003Ca href=\u0022/volunteers/running-things-locally/grants-and-funds-for-your-local-group/\u0022 title=\u0022Grants and funds for your local group\u0022\u003EDiscover grants and funds resources\u003C/a\u003E. \u00A0\u003C/p\u003E","label":"Manage money well"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cp\u003E\u003Cstrong\u003EPolicies review.\u003C/strong\u003E Were there any changes on charity law, POR, or other Scouts policies since your last meeting? If there were, you may need to take actions to make sure you\u2019re compliant with these.\u0026nbsp;\u003C/p\u003E","label":"Follow Scouts policies and relevant legislation"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cp\u003E\u003Cstrong\u003ESafety\u003C/strong\u003E. Are there any recent updates, incidents, or concerns? Do your Section Teams make sure that risk assessments for the activities taking place? Is all your equipment in good working order? You may also want to review progress against any improvement plans. \u003Ca href=\u0022/volunteers/staying-safe-and-safeguarding/safety/\u0022 title=\u0022Safety\u0022\u003EFind resources on Safety\u003C/a\u003E.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EDocumentation.\u003C/strong\u003E How is the Group retaining important compliance documents in a secured way that future Trustees and other relevant members can access them?\u00A0\u003C/p\u003E\n\u003Cp\u003EMake sure the documents are compliant with data retention requirements. Example documents could include accounts, building servicing and safety records, asbestos, fire and gas records. \u00A0\u003C/p\u003E","label":"Look after premises, safety and insurance"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cp\u003E\u003Cstrong\u003ERisk management\u003C/strong\u003E. Are there any risks that need your attention? You might have some risks with a high severity rating that you\u2019d like to discuss at every meeting. You might also want to discuss any risks that\u2019ve changed since your last meeting. \u003Ca href=\u0022/volunteers/running-things-locally/trustee-boards/risk-register/\u0022 title=\u0022Risk Register\u0022\u003EFind out more about Risk Registers\u003C/a\u003E.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EMonitoring safety.\u003C/strong\u003E Review all incidents and near misses recorded by the Group in the accident book. Check they\u2019re \u003Ca href=\u0022/volunteers/staying-safe-and-safeguarding/incidents-and-illness/emergencies-and-incident-reporting/\u0022 title=\u0022Emergencies and Reporting\u0022\u003Eall being recorded\u003C/a\u003E. Do volunteers need information and confidence to carry that out effectively? After reviewing, what remedial actions need to be carried out or supported?\u00A0\u003C/p\u003E","label":"Manage risks"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cp\u003E\u003Cstrong\u003ESuccession planning\u003C/strong\u003E. Does your Trustee Board have enough people to run effectively? Are they due to finish their term/expectation for being a volunteer? Think about the \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 in preparation for \u003Ca href=\u0022/volunteers/running-things-locally/trustee-boards/annual-general-meetings/\u0022 title=\u0022Annual General Meetings\u0022\u003Eyour AGM\u003C/a\u003E.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EAnnual plan\u003C/strong\u003E. Are you on track for your annual plan? Are there any decisions you need to make? Do you need any further information to inform yourself of where things are at? \u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003ESafeguarding\u003C/strong\u003E. Are there any recent updates, incidents, or concerns? You may also want to review progress against any improvement plans. \u003Ca href=\u0022https://www.scouts.org.uk/about-us/policy/safeguarding-policy-and-procedures/\u0022\u003EFind resources on Safeguarding\u003C/a\u003E.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003ELearning compliance. \u003C/strong\u003EAre your local volunteers compliant with mandatory learning? What support and resources do they need? Do volunteers have the learning they need to operate activities safely, such as specific activity permits or support to gain appropriate experience?\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EDisclosures compliance\u003C/strong\u003E. Are your local volunteers compliant disclosures? What support and resources do they need?\u003C/p\u003E\n\u003Cp\u003E[Districts only] \u003Cstrong\u003EWorking with your Group Trustee Boards in the District.\u003C/strong\u003E How are your Groups getting on? Do they need further support? You may find it helpful to arrange networking meetings a few times a year to share good practice between trustees.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E[Counties only] \u003Cstrong\u003EWorking with your District Trustee Boards in the County.\u003C/strong\u003E How are your Districts getting on? Do they need any further support? You may find it helpful to arrange networking meetings a few times a year to share good practice between trustees.\u0026nbsp;\u003C/p\u003E","label":"Help the charity operate well, today and in the future "}]},{"gridType":"RichTextBlock","content":"\u003Ch3\u003EEvery 6 months\u003C/h3\u003E\n\u003Cp\u003EThese topics may not need to be discussed all together, and could be spread across the year.\u003C/p\u003E","gtmId":"","gtmClass":""},{"gridType":"accordion","gtmId":"","gtmClass":"","showExpand":true,"items":[{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cp\u003E\u003Cstrong\u003EReview budget.\u003C/strong\u003E Make sure spending is prioritised and consider Group growth and safety matters (such as essential servicing, remedial actions, and safe equipment for Sections).\u003C/p\u003E","label":"Manage money well"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cp\u003E\u003Cstrong\u003EPremises considerations.\u003C/strong\u003E Are you making sure that required checks relating to your asbestos or legionella management plans are carried out? What remedial works need completing and what\u2019s the desired timescale?\u003C/p\u003E","label":"Look after premises, safety and insurance"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cp\u003E\u003Cstrong\u003EGrowth and inclusion\u003C/strong\u003E. What is the status and progress of your development plan? Do you need any further information to inform yourself of where things are at? \u003Ca href=\u0022/volunteers/growing-scouts/development-planning/\u0022 title=\u0022Development planning\u0022\u003EFind out more about development planning\u003C/a\u003E. \u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003ETrustee Board recruitment and skills\u003C/strong\u003E. Are there any Trustees coming to the end of their term? Are there any skills missing from your Board? If there are, you\u2019ll need to agree a plan to fill those skills gaps with appointed or co-opted Trustees. \u003Ca href=\u0022/volunteers/running-things-locally/trustee-boards/recruiting-new-trustees/\u0022 title=\u0022Recruiting new trustees\u0022\u003EDiscover resources to help you recruit Trustees\u003C/a\u003E. \u0026nbsp; \u0026nbsp; \u0026nbsp;\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003ESaying thank you and celebrating success\u003C/strong\u003E. When and how can you say thank you and well done to your Trustees, volunteer teams and local community? \u003Ca href=\u0022/volunteers/running-things-locally/tools-to-support-leadership-teams/celebrating-success/thanking-our-volunteers/\u0022 title=\u0022Thanking our volunteers\u0022\u003EDiscover resources to thank volunteers\u003C/a\u003E and \u003Ca href=\u0022/volunteers/running-things-locally/tools-to-support-leadership-teams/celebrating-success/\u0022 title=\u0022Celebrating success\u0022\u003Eread tips on celebrating success\u003C/a\u003E.\u0026nbsp;\u003C/p\u003E","label":"Help the charity operate well, today and in the future"}]},{"gridType":"RichTextBlock","content":"\u003Ch3\u003EEvery year\u003C/h3\u003E\n\u003Cp\u003EThese topics may not need to be discussed all together, and could be spread across the year.\u003Cspan style=\u0022font-size: 11.0pt; line-height: 107%; font-family: \u0027Calibri\u0027,sans-serif; mso-ascii-theme-font: minor-latin; mso-fareast-font-family: Calibri; mso-fareast-theme-font: minor-latin; mso-hansi-theme-font: minor-latin; mso-bidi-font-family: \u0027Times New Roman\u0027; mso-bidi-theme-font: minor-bidi; mso-ansi-language: EN-GB; mso-fareast-language: EN-US; mso-bidi-language: AR-SA;\u0022\u003E\u003C/span\u003E\u003C/p\u003E","gtmId":"","gtmClass":""},{"gridType":"accordion","gtmId":"","gtmClass":"","showExpand":true,"items":[{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cp\u003E\u003Cstrong\u003EAnnual budget.\u003C/strong\u003E Based on your expected income and the annual plan, agree the budget for the year, as well as how you\u2019ll keep track of this. Prioritise the regular outgoings you\u2019re aware of, including membership subscription, insurance, and safety compliance.\u0026nbsp;\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EReserves policy.\u003C/strong\u003E Decide on how much money you\u2019ll keep aside for unexpected costs. NCVO has guidance on \u003Ca href=\u0022https://www.ncvo.org.uk/help-and-guidance/governance/financial-procedures-manual/writing-the-financial-procedures-manual/financial-responsibilities/reserves-policy/#/\u0022 data-anchor=\u0022#/\u0022\u003Ehow to set a reserves policy\u003C/a\u003E.\u003C/p\u003E","label":"Manage money well"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cp\u003E\u003Cstrong\u003EPolicies review\u003C/strong\u003E. Were there any changes on local charity law or Scouts policies since your last review? Do you need to agree any new policy for your charity?\u00A0\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EAnnual accounts and reporting\u003C/strong\u003E. When do you need your annual accounts and reporting by? Do you need to share it with a Scrutineer, Independent Examiner or Auditor prior to the AGM? Do you need to send a copy to the charity regulator? \u003Ca href=\u0022/volunteers/running-things-locally/finances-and-insurance/accounting-and-reporting/\u0022 title=\u0022Accounting and reporting\u0022\u003EFind out more about annual accounts and reporting\u003C/a\u003E.\u00A0\u003C/p\u003E\n\u003Cp\u003E\u003Cbr\u003E\u003Cstrong\u003EPreparation for the Annual General meeting\u003C/strong\u003E. How will you organise the appointments and nominations processes? What documents and reports do you need to prepare for the AGM, and when do you need to share them with the Scout Council? What conversations do you need to have prior to the AGM? \u003Ca href=\u0022/volunteers/running-things-locally/trustee-boards/annual-general-meetings/\u0022 title=\u0022Annual General Meetings\u0022\u003EFind out more about the AGM\u003C/a\u003E. \u00A0\u003C/p\u003E","label":"Follow Scouts policies and relevant legislation"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cp\u003E\u003Cstrong\u003ESafety.\u003C/strong\u003E Review the \u003Ca href=\u0022/volunteers/staying-safe-and-safeguarding/safety/managing-a-safe-scout-premises/safe-scouting-premises-audit/\u0022 title=\u0022Safe Scouting Premises Audit\u0022\u003Epremises audit\u003C/a\u003E to cover the majority of compliance and safety needs for the premises (whether you\u0027re the owner or tenant).\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EMake sure that a \u003Ca href=\u0022/volunteers/staying-safe-and-safeguarding/safety/managing-a-safe-scout-premises/fire-safety/\u0022 title=\u0022Fire safety\u0022\u003Efire risk assessment\u003C/a\u003E\u0026nbsp;is completed and maintained. What remedial actions need to be carried out, and by whom?\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EInsurance.\u003C/strong\u003E Do you have the right insurance in place? If not, you may want to discuss how you\u2019ll get this in place. \u003Ca href=\u0022/volunteers/running-things-locally/finances-and-insurance/insurance/\u0022 title=\u0022Insurance\u0022\u003EFind out more about insurance here\u003C/a\u003E. Check whether the additional activities or activity equipment you have need special coverage.\u0026nbsp;\u003C/p\u003E","label":"Look after premises, safety and insurance"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cp\u003E\u003Cstrong\u003ERisk management\u003C/strong\u003E. Is your risk register up to date? Are the risks being monitored? \u003Ca href=\u0022/volunteers/running-things-locally/trustee-boards/risk-register/\u0022 title=\u0022Risk Register\u0022\u003EFind out more about Risk Registers\u003C/a\u003E.\u00A0\u003C/p\u003E","label":"Manage risks"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cp\u003E\u003Cstrong\u003EAnnual plan\u003C/strong\u003E. What will you deliver over the next year? As part of this plan, you need to make sure you have enough money and volunteers to deliver the plan. It\u2019s best to do this with your annual budget planning.\u00A0\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EAdministration of the Board\u003C/strong\u003E. Does your Board have arrangements for its administration? Do all Trustees understand what their \u003Ca href=\u0022/volunteers/running-things-locally/local-teams/trustee-boards/\u0022 title=\u0022Trustee Boards\u0022\u003Eindividual and collective tasks and responsibilities\u003C/a\u003E are? Have you agreed who\u2019ll look after records of ownership of property and equipment? Do you need to set up any sub-teams?\u00A0\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EGrowth and inclusion\u003C/strong\u003E. How is the development plan progressing? Is the direction still right or are any changes needed? Are there any decisions the Leadership Team needs to make? Does the plan have the support and resources needed.\u00A0\u003Ca href=\u0022/volunteers/growing-scouts/development-planning/\u0022 title=\u0022Development planning\u0022\u003EFind out more about development planning\u003C/a\u003E. \u00A0\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EWelcoming and inducting new Trustees after AGM\u003C/strong\u003E. What information do you need to give to your new Trustees? What documents and processes do they need to be aware of or sign? Have they been added to the Board\u2019s communication channels? Have they started their learning?\u00A0\u003Ca href=\u0022/volunteers/running-things-locally/trustee-boards/trustee-basics/\u0022 title=\u0022Trustee basics\u0022\u003EDiscover resources to support new Trustees\u003C/a\u003E.\u00A0\u003C/p\u003E","label":"Help the charity operate well, today and in the future "}]},{"gridType":"callToAction","gtmId":"","gtmClass":"","buttonText":"Download the meeting agenda prompts in Word format","buttonLink":{"name":"https://cms.scouts.org.uk/media/2hkdppk0/trustee-board-meeting-agenda-prompts.docx","id":null,"url":"https://cms.scouts.org.uk/media/2hkdppk0/trustee-board-meeting-agenda-prompts.docx","newWindow":false,"target":"_blank"},"colour":{"value":"006ddf","label":"006ddf"},"alignment":"left"}]}],"config":null}]},"searchDescription":"","pageType":null,"location":null,"browserTitle":"","versionDate":"30 October 2023","reviewDate":"01/01/0001","redirectUrl":"","id":77543,"nodeName":"Trustee Board Meeting Agenda Prompts","title":"Trustee Board Meeting Agenda Prompts","type":"contentPage","image":null,"assets":null,"headerOptions":{"headerTitle":"Trustee Board Meeting Agenda Prompts","headerSubTitle":"Topics to discuss at your regular Trustee Board meetings. 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