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Thread: AGM reports

  1. #1
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    Question AGM reports

    Our SL has just given a stand up report at our AGM for the year.
    He has been told by the DC he must have copys to give out to every parent as this is a legal requirement.
    Is this correct or just a DC rule the SL has reported this way every year at the AGM without any problems.

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    Senior Member wolfie's Avatar
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    Never heard that one - although agree everyone should have "access". We don't even do a "stand up" version.....

    http://scouts.org.uk/documents/por/2...es/Chap03Jan10[2].pdf - see 3.23a iv for POR on AGMs

    We simply post all our reports on the website at least a couple of weeks in advance so people can look / print off if they want, pin one copy up of everything in the room we use and job done. During the formal part of the AGM we do not read them all out but refer to them... (they used to read them all out and it took forever. Now whole formal part of the AGM usually lasts 10-15 mins tops)

    Here's last year's if that helps.
    http://www.scubes.co.uk/index.php?op...200&Itemid=226
    Last edited by wolfie; 18-02-2010 at 10:33 PM. Reason: add POR link
    Louise

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    I agree with Wolfie. The idea is that the AGM is an open process, and everyone has access to hear and discuss what has been going on. There is no need for printed reports, but they save time if circulated in advance, because you can take them as read at the meeting. There isn't actually that much point in distributing written reports at the meeting, because then you have to give time for everyone to read them, so you may as well read them out.

    The same applies to minutes, of course, which are the record of the meeting, and so should be freely available to anyone (at least within the Group) who wants them. You could read minutes out at the next meeting and not distribute them, but that would be really dull and time consuming! Since almost everyone uses written minutes, the key points from the SL's report would be recorded in writing in those anyway for anyone who needed it.

    For our Scout AGMs, we do tend to distribute paperwork, but at church, where there are a lot of members, we have reduced it as much as we can to save trees. Many papers are made available via the Web, and on noticeboards, with a personal copy on request from the secretary for those with no access. As long as the information is freely and easily available, that's all that matters.

    NB fixed version of Wolfie's link. There isn't even a requirement for an SL's report in the first place... We usually just have the GSL, but strictly it's just an annual report from the Executive (to which the Section Leaders might contribute of course).
    Last edited by DKRSL; 18-02-2010 at 11:44 PM.
    SL, 11th Hitchin

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    Senior Member DonTregartha's Avatar
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    Quote Originally Posted by banderlog View Post
    He has been told by the DC he must have copys to give out to every parent as this is a legal requirement.
    That caused me to spit tea over my monitor....

    Total rubbish and should be challenged.


    Don Tregartha
    Old Scouter
    1st Wing Scouts

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    It was not just the comment from the DC it was the way it was done I was sat at the table with the SL in question and other parents the Dc came over and asked for his report he told her he was going to give a verbal report. The Dc said in front of all at the table its a legal requirement the everyone as a copy and you should have them to give out.
    If I had been the SL all hell would have let loose but he's to nice of a guy for that.
    I told him after the AGM his report was fine and to ignore her.

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    Senior Member wolfie's Avatar
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    Quote Originally Posted by banderlog View Post
    The Dc said in front of all at the table its a legal requirement the everyone as a copy and you should have them to give out.
    .
    Where do they get such duff info from, and even worse how many people then believe them.....
    Louise

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    Not sure if it is a legal requirement, but we always submit a report to go into the AGM handout.

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    Senior Member Bushfella's Avatar
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    Er, there IS some substance, in that the Annual report should be in writing, and accompany the accounts presented to the Charity Commision. Essentially, if you say it as part of the report at an AGM, then it should also be submitted as a matter of record.

    What could be done is after the formal element, the Leaders could give an informal presentation to bring everyone up to speed with what is going on.
    Ewan Scott

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    I'm impressed your SL was even asked for a report. Our DC ran our AGM in the absence of a GSL and GC and scouts was barely mentioned except a brief question at the end regarding numbers.
    As a SL i would be quite happy to give parents a written report as i have nothing to hide.

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    We dont have a functioning executive committee, as it only contains one person, a chairman. there are no regular exec meetings and the other leaders dont have much if any contact with the sole member of the exec.
    We had an AGM last year, but as each section has its own bank account there were no finances presented. One section passed the financial details onto district but the financial status of two sections remains a mystery. There is a group account, but nothings been added or taken away from this for quite some time.
    As for reports from each section within the 'group' these were either non existant or incredibly breif bits done/made up on the spot verbaly.
    As for the AGM last year we had a handful of leaders turn up, our DC and district secretary and that was it, no parents nobody else. Nothing has changed since then, so this years AGM looks like being just as sparse.
    There doesnt appear to be any drive to get an exec together for the group, although most leaders dont appear to see it as important.
    As for the charities commission, the group (if you can call it that) was de listed from the registered charities list almost 10 years ago.
    Is there a problem with any of the above?

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    Senior Member big chris's Avatar
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    Quote Originally Posted by cell View Post
    .
    Is there a problem with any of the above?
    i'm off to spend 2 hours teaching master at arms... when i get back i'll be fascinated to see this thread!

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    Senior Member aldamaster's Avatar
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    i aggree with big chris, i think you will get a lot of advice/information as there seems to be a lot wrong from even just a quick glance!
    Alex Hampson

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    9th Farnborough Scout Group

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    GSL & AESL shiftypete's Avatar
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    Quote Originally Posted by cell View Post
    Is there a problem with any of the above?
    Simply put yes

    All of your Section Leaders are automatically members of the Exec. So your Section Leaders (NB not assistant Leaders) and this chairman you say you have little contact with are ultimately responsible for the Group's finances, including money held in any Section bank accounts.This is true whether you are a registered charity or not due to the unique nature of Scout Groups thanks to our Royal Charter.

    If you don't have any clue of the financial situation of other Sections then you could be in serious financial strife without knowing it (if say a Section doesn't have the money to cover their membership fees)

    Peter Andrews ESL of Headingley Pirates ESU, Group Scout Leader & Webmaster of Falkoner Scout Group
    www.falkonerscouts.org.uk

    Previous Scouting Roles
    2003 - 2013 ABSL
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    Wike, North Leeds District Campsite - www.wikecampsite.org.uk
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    Please note all views expressed are my own and not those of any organisation I'm associated with

  14. #14
    Senior Member wolfie's Avatar
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    Quote Originally Posted by cell View Post
    We dont have a functioning executive committee, as it only contains one person, a chairman. there are no regular exec meetings and the other leaders dont have much if any contact with the sole member of the exec.
    We had an AGM last year, but as each section has its own bank account there were no finances presented. One section passed the financial details onto district but the financial status of two sections remains a mystery. There is a group account, but nothings been added or taken away from this for quite some time.
    As for reports from each section within the 'group' these were either non existant or incredibly breif bits done/made up on the spot verbaly.
    As for the AGM last year we had a handful of leaders turn up, our DC and district secretary and that was it, no parents nobody else. Nothing has changed since then, so this years AGM looks like being just as sparse.
    There doesnt appear to be any drive to get an exec together for the group, although most leaders dont appear to see it as important.
    As for the charities commission, the group (if you can call it that) was de listed from the registered charities list almost 10 years ago.
    Is there a problem with any of the above?
    Yes, and some fairly serious ones for individuals let alone the Group if things are subsequently found to have gone pear shaped. It doesn't matter that you're not a charity in your own right, neither are we. You still have to follow the rules! Ignorance is no excuse. As a Group you do need help to get this sorted, and soon!

    So, do you have a District Exec that help you get things sorted etc - especially on the finance front? Is your Chairman really fully au fait with their role and responsibility (shout if I can help at all)?

    here are some links that might be of use
    http://scouts.org.uk/documents/por/2...es/Chap03Jan10[2].pdf (look at the finance bits etc)

    http://www.scoutbase.org.uk/support/role/jobs/index.htm (scroll down to Group roles and select relvant ones)


    http://www.scoutbase.org.uk/library/...s/lt700000.pdf

    http://www.scoutbase.org.uk/library/...s/bs310021.pdf


    http://www.scoutbase.org.uk/library/...s/fs330037.pdf

    http://www.scoutbase.org.uk/library/...s/fs330077.pdf
    Louise

    GSL 1st Fenstanton & Hilton Scout Group www.scubes.co.uk


    TA - Cromwell District (Cambridgeshire)

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    We cannot always build the future for our youth, but we can build our youth for the future.
    -- Franklin D. Roosevelt

  15. #15
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    Quote Originally Posted by Bushfella View Post
    Er, there IS some substance, in that the Annual report should be in writing, and accompany the accounts presented to the Charity Commision.
    That's fair point, but the report is normally from the Executive, although it's obviously going to cover the state of each section. I suppose it depends how you structure things and whether the leaders are giving informal reports.
    SL, 11th Hitchin

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