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Setting up a Trustee Board

Guidance and steps on how to set up a trustee board.

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Trustee Boards are essential teams of volunteers responsible for the governance, safety, and legal compliance of Scout Groups, Districts, and Counties. They ensure the charity is well-managed, support leaders in delivering programmes, and manage resources.   

The steps to setting up a Trustee Board

  • Identify the ex-officio trustee

The ex officio Trustee(s) (POR 5b.3.3.5) may be the only person initially in the position of Trustee. There must always be someone in the Lead Volunteer role, even if this is short term (POR 16.9.1). These ex-officio trustee(s) can co-opt other trustees to form a board. 

  • Co-opt trustees

When a Trustee Board needs new members, they may recruit someone specifically to take on that role. Anyone who joins a Trustee Board in this way is known as a co-opted trustee.

  • Identify a Chair

When setting up a new Board the ex-officio trustees and co-opted trustees (if any) should identify a suitable person to be Chair. It might be necessary to co-opt a suitable person to be Chair. 

  • Start the open and robust selection process for Trustees

Prior to the first, or next, AGM an open and robust selection process should take place, which is the first stage of creating your appointed Trustee Board. This will need to be planned and started in good time before the AGM. If a co-opted Trustee wishes to continue they should go through an open and robust selection process to be appointed. 
Check out the webinar on Running an AGM which the UK Local Governance Support Team run. 

  • Adopt a constitution

The Trustee Board should work with POR initially and then adopt a constitution at the first AGM. See Chapter 5c or 5d, depending on your location. 

  • Charity registration 

If required under your local regulators requirements, there maybe a requirement to register as a charity. See POR Chapter 5 for more information. 

  • Run your AGM

You will need to hold an AGM within 6 months of the end of financial year. Whether it’s your first AGM, or not, the agenda is a standard agenda. Templates and scripts are available online to help you. 

Once you have held your AGM, you will have an appointed Trustee Board. 

In addition we have information on tools to support Trustee Boards.