Parents
AGM
What is the purpose of an AGM?
Every Scout Group should hold an Annual General Meeting (AGM). This is an opportunity for the entire membership to get together to:
There are certain items that must be included in an AGM, whilst others are included by tradition. As a minimum, the Treasurer should present the audited accounts for approval by the membership. These should be prepared well in advance so that the independent auditor has sufficient time to study the accounts and clear up any queries that may exist.
The accounts should then be approved by the membership prior to submission to the Group, District or Area/County Treasurer.
It is also traditional to review the previous twelve months and often an Annual Report will be prepared. Although this doesn’t have to be lengthy document it is often worth putting some time and effort into, since a good quality Annual Report can be a useful promotional aid. It is also a useful archive document and should certainly cover the highlights of the year.
As well as a written report, many Scout Groups take the opportunity for the Chairman to review the previous year by presenting the report verbally. Think about how you can make this interesting for people to see, perhaps by using photographs, slides, video or other visual aids. This would also mean that the presentation of the report could be used on other occasions to promote the Scout Groups.
The AGM is often used as an opportunity to elect a new Chairman and Executive Committee. These should have been nominated beforehand and the nominees should have previously agreed to stand for the various posts. The nominees may wish to take the opportunity to speak on their own behalf (or not, as the case may be). The actual ballot can be conducted by show of hands or by ‘secret ballot’. Members who can’t attend should be given the chance to vote by proxy or by postal ballot.
Many Scout Groups also use the AGM as a chance to socialise and may invite a guest speaker to address the membership or may combine the AGM with a social function such as a cheese and wine evening, quiz night etc. This proves popular and has the advantage that it makes the evening more fun and certainly increases the attendance on the night.
AGM
What is the purpose of an AGM?
Every Scout Group should hold an Annual General Meeting (AGM). This is an opportunity for the entire membership to get together to:
- review the previous twelve months
- elect a new Chairman and Executive Committee
- share plans for the next twelve months
- meet with invited guests (including guest speakers)
- socialise amongst themselves.
There are certain items that must be included in an AGM, whilst others are included by tradition. As a minimum, the Treasurer should present the audited accounts for approval by the membership. These should be prepared well in advance so that the independent auditor has sufficient time to study the accounts and clear up any queries that may exist.
The accounts should then be approved by the membership prior to submission to the Group, District or Area/County Treasurer.
It is also traditional to review the previous twelve months and often an Annual Report will be prepared. Although this doesn’t have to be lengthy document it is often worth putting some time and effort into, since a good quality Annual Report can be a useful promotional aid. It is also a useful archive document and should certainly cover the highlights of the year.
As well as a written report, many Scout Groups take the opportunity for the Chairman to review the previous year by presenting the report verbally. Think about how you can make this interesting for people to see, perhaps by using photographs, slides, video or other visual aids. This would also mean that the presentation of the report could be used on other occasions to promote the Scout Groups.
The AGM is often used as an opportunity to elect a new Chairman and Executive Committee. These should have been nominated beforehand and the nominees should have previously agreed to stand for the various posts. The nominees may wish to take the opportunity to speak on their own behalf (or not, as the case may be). The actual ballot can be conducted by show of hands or by ‘secret ballot’. Members who can’t attend should be given the chance to vote by proxy or by postal ballot.
Many Scout Groups also use the AGM as a chance to socialise and may invite a guest speaker to address the membership or may combine the AGM with a social function such as a cheese and wine evening, quiz night etc. This proves popular and has the advantage that it makes the evening more fun and certainly increases the attendance on the night.
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