Notice is given that the AGM of the Bristol South District Scout Council [for the year 2025-26] will take place on
Tuesday 8th September 20246 at the 82nd Scout Group HQ
Kylross Avenue, Whitchurch. BS14 9NQ – 7.20pm for a 7.30pm start.
Parking at the venue is on-street only and may be limited, therefore, transport sharing is encouraged.
The meeting will proceed in accordance with the Agenda below, any voting required will be by ‘show of hands’ with a simple majority required to pass any motions. The Agenda may be subject to amendment closer to the date of the meeting.
To be environmentally conscious, printed copies of all the AGM ‘papers’ will not be ‘on seat’ at the meeting, you are encouraged to print or download to your own device any copies you may wish to.
Please note : ‘To Receive’ does not require a vote of acceptance, these items are for the AGM to note.
Agenda
1). Introduction & Welcome – District Chair
2). Any ‘Apologies For Absence’ can be notified in advance of the AGM to contact@bristolsouthscouts.org.uk
3). Approval of the AGM Minutes 2025 Draft version these will be submitted to the AGM for approval. Matters of accuracy etc will be addressed before the vote for adoption.
4). Governance Topics
a). Adoption by voting of the ‘model district constitution’ taken from Policy, Organisation & Rules [R.5. 2026 edition].
b). The AGM to note the district’s financial year, 1st April to 31st March of the subsequent calendar year.
c). To confirm the number of members that may be appointed to the District Trustee Board is a maximum of 12 as defined in POR.
Noting that 2 are ex-officio. District Lead Volunteer and District Youth Lead as appointed.
Chair & Treasurer are elected as are any other members up to the maximum number, XOs +10.
d). Agree the quorum figures for the District Scout Council [AGM/EGM] to remain at its current 12 members. The quorum for a Board of Trustees meeting is set in POR at one third the total number of trustees plus one. So for 12 Trustees the quorum figure is Five.
5). Review of the previous year [2025-26].
a). To receive the reports on the previous year [2025-26] by the District Lead Volunteers and District Chair. [These reports will be in the Annual Report, although the DLVs and/or DCh may wish to comment on these].
b). To receive the annual Independently Examined accounts of the district Board of Trustees for the year 2025-26. [The accounts, along with any commentary and the Independent Examiners Report will be published in the Annual Report].
Links will be uploaded as documents are finalised
1). Finalised abridged Agenda – to be added
2). Finalised 2025-26 Trustees Report – to be added
3). 2025-26 District Annual Accounts
4). pg.8. 2025-26 Independent Examiners Report Form
6). Appointments.
a). To confirm the continuation of district President & VPs.
Royston Griffey – President. Vice Presidents – Beryl Deacon, Chris Davies, Margaret Slade, Peter Keightley
b). To appoint the District Chair of The Board of Trustees [this part of the process to be chaired by the DLV] – Tina Symons
c). To appoint a District Treasurer – Callum Rubel
d). To appoint the other District Trustees. – [maximum 8 persons]. Names to be supplied on the night.
e). To appoint an Independent Examiner for the forthcoming year 2026-27. If at the meeting no suitable person has been identified nor a volunteer come forward the BOT will ask the meeting for approval to appoint the IE at a date in the future.
f). To appoint two district representatives [this can be any member of the District Scout Council, not necessarily a district trustee] to serve for 1 year as the representatives of the district at county level meetings/gatherings as convened by county.
Interested parties can contact the DChair in advance on trusteechair@bristolsouthscouts.org.uk if they so wish.
7). Close The AGM
After the conclusion of the formal AGM business the Chair will formally close the meeting. There then may be –
a). presentation of any awards, including The Dixie Duggan Trophy
b). remarks by the County Lead Volunteer or their representative
c). the Chair may then take any pertinent items for future BOT business/discussion ‘from the floor’ at their discretion.
[Please note, this is NOT for notices/announcements from the floor]
8). Conclusion and any closing remarks by the Chair
End of page
30/08/2026
