Notice is given that the AGM of the Bristol South District Scout Council [for the year 2023-24] will take place on
Friday 6th September 2024 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 published below, any voting required will be by ‘show of hands’ with a simple majority required to pass any motions.
To be more environmentally conscious printed copies of all the AGM ‘papers’ will not be ‘on seat’ at the meeting, therefore, you are encouraged to print or download to your own device any copies you may wish to.
The agenda below may be updated closer to the meeting as needs may arise. Please note, due to the ‘Transformational’ changes taking place in Scouting there will be ‘Governance motions’ requiring adoption or noting. Links to the relevant annual reports can be found by scrolling down.
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 2023 Draft version these will be submitted to the AGM for approval.
Any matters of accuracy etc will be addressed before the vote for adoption.
4). Governance Topics
a). Adoption by voting of the ‘model district constitution’ for a district taken from Policy, Organisation & Rules [currently POR June 2024 and as subsequently updated/amended].
b). The AGM to note the district’s financial year, being 1st April to 31st March of the subsequent calendar year.
c). Agree the number of members that may be appointed to the District Trustee Board, [formerly known as The District Executive].
The proposed number of trustees that can be appointed to the District Board of Trustees is 12 as defined in POR.
2 ex-officio. District Lead Volunteer and District Youth Lead as appointed.
2 District Chair & District Treasurer
6 appointed persons initially for a term of 1 year. Noting that from this date the maximum continuous period of appointment for appointed trustees is 9 years.
2 places to be kept in reserve against the need for co-option during the year.
d). Agree the quorum figures for the District Scout Council [AGM/EGM] to remain at its current 12 members.
NB: The quorum for a Board of Trustees meeting is now 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 [2023-24].
a). To receive the reports on the previous year [2023-24] by the District Lead Volunteer and District Chair. [These reports will be printed in the Annual Report, although the DLV 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 2023-24. [The accounts, along with a brief commentary and the Independent Examiners Report will be published in the Annual Report, although the District Treasurer may wish to comment on these].
Links will be uploaded as documents are finalised
1). DAGM 2024 Notification and Simplified Agenda
2). 2024 Trustees Annual Report
3). 2023-2024 Bristol South Scouts Accounts
4). 2023-24 Accounts Commentary
5). 2023-24 IE report BS Scouts
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] – Steve Williams
c). To appoint a District Treasurer – Tony Rees
d). To appoint District Trustees. – [maximum 6 persons + DChair + D Treasurer = 8 as above]
Aaron Wheatley, Cathy Harding, Ian Chalmers, Jessica Tulit, Nick Winter, & Paul Harper.
e). To appoint an Independent Examiner for the forthcoming year 2024-25. 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 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.
g). The following trustees are standing down from office and we thank them for their many individual and combined years of service.
Gary Turner, Nick Eccles, Roger Whiter, Stephen Thomas and Scott Stowell.
NB: Early versions of 6:f state one rather than two, correct number is two.
7). Close The AGM
After the conclusion of the formal AGM business the Chairman will formally close the meeting. There then may be –
a). presentation of any awards, including The Dixie Duggan Trophy
b). presentation by local members who attended ‘Roverway 2024’ in Norway – subject to confirmation
c). remarks by the County Lead Volunteer or their representative
d). the Chairman may then take any pertinent items for future BOT business/discussion ‘from the floor’ at their discretion.
[This is NOT for notices/announcements]
8). Conclusion and any closing remarks by the Chair
*** Persons wishing to be considered as Trustees must make contact via trusteechair@bristolsouthscouts.org.uk no later than 6 weeks before the meeting as a selection process may be required if there are more candidates than places available.
All prospective candidates, if appointed, must agree to complete Scout Association training in Safety, Safeguarding, GDPR and any other required elements. Plus, they will be subject to a DBS check and be capable of signing the Charity Commission Trustee_Declaration_Form.
End of page
19/08/2024
