XYZGROUP SCOUT COUNCIL

Annual General Meeting

Date & time

Venue

AGENDA

  1. Welcome
  1. Apologies
  1. To approve the minutes of the Annual General Meeting held on DD MMM 2012
  1. The Group Scout Leader’s review of Scouting in XYZ Group
  1. The Group Treasurer’s overview of the Accounts for the financial year
  1. To approve the Annual Report and the Statement of the Accounts of the Trustees
  1. To approve the Group Scout Leader’s nomination of the Group Chairman
  1. Election of the Group Secretary
  1. Election of the Group Treasurer
  1. Meeting rules for the Group Scout Council
  1. To note the GroupScout Leader’s nominations (if any) to the Group Scout Council
  1. Elections of persons to the Group Executive Committee
  1. To approve the GroupScout Leader’s nominations to the Group Executive Committee
  2. To confirm if the Beaver Scout Leader, Cub Scout Leader and Scout Leader wish to act as Members of the Group Executive Committee
  1. To appoint the Scrutineer / Independent Examiner [delete as appropriate]
  1. Close

XYZ GROUP SCOUT COUNCIL – ANNUAL GENERAL MEETING

Guide Lines / Aide-mémoire for the 2013AGM

Secretary - Health Safety and domestic announcements.

  1. Introduction & Welcome

Chairman:

Opening remarks.

Thanks to the venuefor the use of their facilities.

Welcome to Members and Guests especially [if not included here, have a separate listavailable on the day.]

  1. Apologies for absence

Secretary

Apologies have been received from [have a separate list available on the day].

OR

Apologies have been received from NN persons and their names will be included in the minutes of this meeting.

  1. To approve the Minutes of the Annual General Meeting held on DD MMM 2012

Chairman

The minutes have been previously reviewed by the Group Executive Committee and so I propose that the minutes are taken as read and ask the meeting to agree that they are a true record of that meeting.

Seconder please…………………………. / Show of hands to approve.

  1. To receive the Review of Scouting in the Group

Chairmanasks GSLto present his/her Annual Review.

GSL gives review.

Chairmanthanks GSL for the review.

  1. To approve the Annual Report and the Statement of Accounts of the Trustees for the Financial Year 2012/2013

Chairman:The Group Executive Committee, as Trustees, hasapproved (add ‘subject to audit’ if the audit is not yet complete) the Annual Report and Statement of Accounts.

Chairmanasks the Group Treasurer, to give his explanation of the Financial Statement.

Treasurerto explain theFinancial Statement.

Chairmaninvites questions from the floor.

Thanks to Treasurer (name)

Chairman

Request proposer for the approval of the Annual Report and the Statement of Accounts ……………………………………………...

Seconder ………………………………… / Show of hands to approve.

Any one against?

  1. To approve the GroupScout Leader’s nomination of the Group Chairman

Chairman

I now hand the chairmanship this meeting over to the GSL.

GSLnominates name as Group Chairman and asks for a shows of hands as approval.

NOTE: if there is to be a new Group Chairman then there must be an agreement PRIOR to the meeting as to whether the outgoing Chair continues to chair this meeting, or whether the new Group Chairman takes over the chairmanship of this meeting.

  1. To elect the Group Secretary

Chairman

The ‘Group Secretary’ is an elected appointment and, as required, name has been formally proposed and seconded.

Since there were no other nominations by the closing date a show of hands is required to approve name’s election.

  1. To elect the Group Treasurer

Chairman

The ‘Group Treasurer’ is an elected appointment and, as required, name has been formally proposed and seconded.

Since there were no other nominations by the closing date a show of hands is required to approve name’s election.

  1. To approve the GroupScout Leader’snominations(if any) for membership of the Group Scout Council(Note: This is the Group Scout Council NOT the Group Executive Committee)

GSLnominatesany persons who are to be members of the Group Scout Council in addition to the ex officio list in POR Rule 3.23.

NOTE: these nominations can be by name or by role (e.g. the Mayor of xxxxxxx)

  1. Meeting rules for the Group Scout Council

Chairman to remind the meeting that in accordance with POR rule 3.23(b)(ii) they must agree the number of persons who may be elected to the Group Executive Committee, and that the recommendation of the Group Executive is that there should be FOUR elected members.

[NOTE that, it could be FIVE or SIX rather than FOUR].

Chairman to remind the meeting that in accordance with POR rule 3.23(d)(iii) they must make a resolution defining a quorum for meetings of the Council and the Group Executive Committee and its sub-Committees and that the recommendation of the Group Executive is that:

a)Group Executive Committee : More than 50% of the nominated & elected members are present AND at least one of GroupScout Leader and Group Chairman

b)Sub-committees of the Group Executive : More than 50% of the nominated & elected members who are members of that sub-committee are present AND at least one of Sub-Committee Chair, GroupScout Leader and Group Chairman

c)Group Scout Council : A minimum of 20 Council members are present for formal meetings (eg the AGM) of the Group Scout Council.

[NOTE that the above is only a suggested set of quorums. In a smaller Group a number of 10 or 30 in a larger Group may be appropriate for (c)].

Chairman to ask for a show of hands to agree these proposals.

NOTE: although none of these items need to be agreed annually, it is good practise to do so to ensure transparency.

  1. To elect persons to the Group Executive Committee

Secretary - the following have been formally proposed and seconded in writing by the due date:-

Xxx1

Xxx2

Xxx3

Xxx4

Chairman - requests a show of hands to approve their election.

NOTE: it is very important to arrange the nominations BEFORE the meeting. It is very embarrassing to be heard to be pleading for new members from the Group Scout Council members present at the meeting.

  1. To approve the GroupScout Leader’s nominations to the Group Executive Committee.

GSL– my nominations to the Group Executive Committee are:

Yyy1

Yyy2

Yyy3

Yyy4

[Note: no more people can be nominated than have been elected]

  1. To note intended co-options to the Group Executive Committee.

Chairman

It is the intention that the Group Executive Committee at their next meeting on dd/mmm/yyyy will co-opt the following as members of DEC:

Zzz1

Zzz2

Zzz3

Zzz24

Chairmanthanks the Group Executive Committee for their work during the year and in particular those members who are standing down – AAAAA and BBBBB.

  1. To confirm if the Beaver Scout Leader, Cub Scout Leader and Scout Leader wish to act as Members of the Group Executive Committee

Chairman

Asks if the Beaver Scout, Cub Scout, and Scout Leaders want to act as Members of the Group Executive Committee and therefore act as Trustees of the Group

  1. To appoint the Scruitineer / Independent Examiner

Treasurertopropose KKKKK

Chairman - KKKKK has been proposed and seconded. May I have a show of hands to approve KKKKK’s nomination.

  1. Closing Remarks

Chairman to close the AGM and outline arrangements for the rest of the event, if any.

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