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Annual General Meetings (AGMs)

Resources to help you prepare and run your AGM

Executive Committees are known as Trustee Boards. This came into effect for members in Scotland in July 2023, and all others from April 2023. 'Executive Committee' and associated wording will still be visible on Compass and the website as we move to our new way of volunteering.

To learn more about what we are doing to improve how we volunteer at Scouts, visit the Volunteer Experience webpages.

What AGMs are

The Annual General Meeting (AGM) is an opportunity for members to meet with the Trustees and hear their report on the charity, review of the accounts, and other administrative business. 

It’s a compulsory yearly meeting that happens within 6 months of the end of the charity’s financial year, and where the Scout Council appoints their Trustees. 

There’s a formal part to the AGM, but it doesn’t mean it has to be a lengthy or tedious meeting. This is an opportunity to celebrate the things you’ve done in the past year, show what the young people have achieved, thank volunteers and connect with the local community.

Resources to help you prepare and run your AGM

AGM poster

Let everyone know about your AGM with a personalised poster. Discover AGM poster.

AGM welcome video

Why not use this video Bear Grylls to welcome everyone to your AGM? Discover welcome video.

You may also consider using a template agenda and script to prepare for your AGM:

Additional information

Creating a nice environment:

  • Try holding the AGM in combination with another event, such as a presentation evening, family camp or summer barbeque.
  • Allow social time before and after the event so that people can get to know each other.
  • Provide refreshments.
  • Get young people involved – it’s great for parents to get to see what their children have been doing.
  • Include videos, slide shows or photo montages of your local events over the past year.
  • Add an awards presentation as part of your AGM to celebrate and thank volunteers, parents, carers and members of your community for all they do. 
  • Invite a guest speaker to talk about a specific topic your Scout Council might be interested in - and remember to brief your key speaker before the event.

Planning:

  • Send the AGM invite to the Scout Council with at least 21 days notice.
  • Ask parents and volunteers to help with the planning and logistics, for example organising and serving refreshments or putting together photographs or activities. 
  • Invite members of the community who might be linked to or interested in Scouts.
  • Keep the meeting focused and allow around 30 minutes for the key business.
  • Ask people in advance if they'd like to add items to the agenda.
  • Have a plan for how you’ll manage any questions or requests for further explanation.
  • Consider sending copies (paper or digital) of the Trustees' Annual Report and accounts to people beforehand, and have copies at the meeting.