In this document you’ll find:
- Timelines for planning and preparing your AGM – Page 2
- AGM agenda template (a summary of everything you should cover at the meeting) – Page 3
- AGM script (a suggestion of phrases you can use to present and facilitate the meeting) – Pages 4-8
The template and script can be amended to suit your AGM and specific considerations. Additional information to help with your script is shown in green.
Where the AGM is being held on-line, polls must be used rather than a show of hands for approvals (POR 5c.2.7.8)
Additional information and AGMs and resources can be found here.
Document created in February 2024 Version 5 – Edited in May 2025
## **TIMELINES FOR PLANNING AND PREPARING YOUR AGM**
Here’s a suggested timeline to help you plan and prepare for your AGM:
## **During the final quarter of the financial year:**
- Agree the date for the AGM (if not already done at the end of the previous AGM). The AGM must be scheduled for no later than six months after the end of the financial year.
- Share the AGM date with all members of the Scout Council, your community and any other relevant volunteers (POR 5b.3.2.1).
- Start planning how the Treasurer will complete the annual statement of accounts and when they need to provide it to a Scrutineer/Independent Examiner/Auditor.
- Advertise the date, including to dignitaries and guests,
## **Three to four months prior to the AGM:**
- Review Trustee Board memberships to identify if any appointment periods are coming to an end, if any Trustee needs (and wants) to be re-appointed, and if there are any vacancies.
- Agree on how the Trustee Board will conduct an open selection process for appointing Trustees.
Please note: appointed and co-opted Trustees (including the Chair and Treasurer) may only be in the same Trustee role on the specific Trustee Board for no more than nine years. You’ll find more information on terms of appointment on POR 5b.3.3.9).
## **Two months prior to the AGM:**
- Make arrangements for the open selection process for appointing Trustees, such as advertising vacancies, running elections, undertaking a search group, or receiving applications.
- Finalise the Trustees’ annual report.
- Trustee Board receive the annual statement of accounts from the Scrutineer/Independent Examiner/Auditor and approve it.
## **One month prior to the AGM:**
- Send the formal invitation for the AGM to all members of the Scout Council, together with the agenda, the minutes of the previous AGM, a link to the POR model constitution Chapter 5c, and a copy of the Trustee’s Annual Report and Accounts. Invite pre submission of questions.
- Conclude the appointment process for Trustees and other roles for the AGM.
## **After the AGM:**
- Within 14 days following from the AGM, send signed copies of the approved Trustees’ Annual Report and Accounts to County Treasurer.
- If the District is a registered charity, within 10 months of the end of your financial year, upload/send a copy of the Trustees’ Annual Report and Accounts to the appropriate charity regulator.
- Inform the County Trustee Board who your District representatives are for the County Scout Council.
- Verify the drafted AGM minutes at the next Trustee Board meeting.
Page 2 of 6 pages
# **PENARTH DISTRICT SCOUT COUNCIL Annual General Meeting**
**Script for the 2024 District AGM held 27[th] April All Saints Church**
## **AGENDA**
**1. Introduction and welcome**
## **Chair**
**Welcome to you all this afternoon to our District AGM. I’m really pleased to see so many here. Tea and coffee are available if you would like to pick up a cup.**
**I’d also like to extend a welcome to members of Area.**
**It wouldn’t be a proper meeting without some health & Safety and domestic announcements. If we hear an alarm, please make your way carefully outside and assemble on the Victoria Road side of the building.**
**Toilets are downstairs and to that side of the building.**
**2. Apologies for absence**
**No Apologies for absence were received.**
**3. Governance topics**
**The UK Scout Association has had some extensive discussions with the Charity Commission to try and standardise our approaches to governance such that they are compliant with the Charity Commission requirements.**
**We, in Penarth have been a charity for many years and we try to conduct our affairs in line with the charity Commission recommendations. That doesn’t mean to say there isn’t room for improvement so we can use this part of the meeting to ensure we update our governance procedures and make sure the charity foundations are in good order.**
- **a. Approve the minutes of the Annual General Meeting held on 24/10/2022.**
## **Chair**
**The District trustee Board have reviewed the minutes of the previous AGM, I put forward that that these minutes are taken as read and ask the District Scout Council to agree they’re a true record of that meeting.**
**Show of hands say approved thank you**
- **b. Adopt the model constitution from Policy, Organisation and Rules**
## **Chair**
**In line with the recommendation from headquarters, the District trustee board proposes we adopt the model constitution from Chapter 5 of Policy, organisation and rules. A copy of this is available for review and inspection before this meeting and copies are also available at this meeting.**
**Please show your hands to approve. Show of hands says its approved.**
- **c. Note the District’s financial year**
Page 3 of 6 pages
**Chair**
**Can the district Scout Council members please note our charity’s financial year is 1 January to 31 December.**
- **d. Approve appointed and community members of the District Scout Council.**
## **Chair**
**The District Scout Council can admit other people to membership. There have been no community nominations so far, As per the last AGM this will remain under review throughout the year with an option to co-opt members.**
**Please show your hands to approve. Show of hands say its approved.**
- **e. Agree the number of members that may be appointed to the Trustee Board**
**Following good practise recommendations from the Charity Governance Code, POR states Trustee Boards should have a minimum of 5 and no more than 12, Trustees in total. This includes ex officio and co-opted Trustees.**
**The district Scout Council must agree the number of people to be appointed to the Trustee Board. The outgoing Trustee Board recommends that up to 12 people be appointed as per the last AGM. I propose we approve that recommendation.**
**Please show your hands to approve, Show of hands say its approved.**
- **f. Agree the quorum for future meetings of the District Scout Council (excluding this AGM)**
## **Chair**
**The district Scout council must agree its quorum- the minimum number of District Council Members that must be present at District Scout Council meetings. The outgoing Trustee Board recommends the quorum should be set at 5 people as was agreed at the last AGM. Does the District Scout Council approve that recommendation? Please show your hands to approve. Show of hands say it’s approved.**
## **4. Review of the previous year**
- **a. The District Lead Volunteer’s review of Scouts during the past 12 months.**
- **b. Receive and consider the Annual Report of the District Trustee Board, including the annual Statement of the Accounts**
## **Chair**
**The District Trustee Board has approved the Annual Report and Statement of Accounts and has received the report on the accounts from the Independent Examiner.**
**Clair as our Dstrict Treasurer could you highlight the areas of importance from the accounts please.**
## **Treasurer**
**Presents explanation of the statement of accounts.**
## **Chair**
Page 4 of 6 pages
**Thank you for the really clear explanation Clare, Are there anty questions from the floor regarding the trustee Annual Report and the Annual Accounts?**
**Thank you for all your hard work on the accounts Clare and more importantly , for holding the trustee’s to account for their financial decision making. Its is one of those jobs which is so vital and often hidden in the background are the great unsung heroes like Clare- no cape necessary! So thank you to all our Treasurers.**
## **5. Making appointments Chair**
**We now move to the appointment section of the AGM which allows us to organise the set-up of the charity until the next AGM. We’ll appoint a Trustee Board to oversea good goverance for the charity over the next year.**
- **a. Appoint the District Chair, following recommendation from the open selection process initiated by the District Trustee Board**
**Chair**
**At this point I will hand over the Chairing of this meeting to Nic**
## **District Lead Volunteer**
**SO the recommendation to the District Scout Council is that Marc Burge should be appointed as District Chair. Please show your hands as approval. Show of hands says that it is approved.**
**I now hand the meeting back to the Chair.**
## **District Chaie**
**I thought I had mmanaged to get away with that. Oh well on-to the next part of our business.**
- **b. Appoint the District Treasurer, following recommendation from the open selection process initiated by the District Trustee Board**
## **Chair**
**As with the role of District Chair the Trustee Board has asked existing incumbents to remain in post as we can settle into our stride with new governance procedures.**
**The recommendation to the district Scout Council is that Clare Nelson should be appointed as District treasurer. Please show your hands as approval. Show of hands says this is approved.**
- **c. Appoint members of the District Trustee Board, following recommendations from the open selection process initiated by the District Trustee Board**
## **Chair**
**The recommendation to the District Scout Council is that the existing team should be appointed en-block.**
**Please show your hands as approval. Show of hands says this is approved.**
- **d. Appoint District President and/or Vice Presidents**
**At this point we unfortunately don’t have any nominations for these roles.**
- **e. Appoint the Scrutineer / Independent Examiner / Auditor.**
Page 5 of 6 pages
**Chair**
**I’ll hand to you Clare Treasurer**
**Proposes Peter Chapman from Chapman and Co Accountants**
**The Chair confirms that Peter has been proposed and seconded and is qualified for the role, and asks for a show of hands to approve Peter’s nomination. Show of hands says this is approved.**
**6. Closing remarks Chair thanks everyone for attending.**
Page 6 of 6 pages
## **Penarth and District Accounts 1[st] January 2023-31[st] December 2023**
## **Overview of District Accounts**
|**Account**|**Opening**|**Income**|**Expenditure**|**Balance at**|
|---|---|---|---|---|
||**Balance as of**|**(£)**|**(£)**|**31/12/2023**|
||**01/01/2023**|||**(£)**|
||**(£)**||||
|General Penarth District Scout Council|2,598.84|40,008.03|35,384.50|7,222.37|
|PADSAC|||||
|(Penarth and District Scouting Activity Centre)|3,993.97|8,296.50|11,782.24|508.23|
|Shop|4,362.80|18.00|4,380.80|0|
|||**48,322.**|||
|**Total**|**10,955.61**|**53**|**51,547.54**|**7,730.60**|
## **Overview of (Les Pugh) Explorers Accounts**
|**Account**|**Opening**|**Income**|**Expenditure**|**Balance at**|
|---|---|---|---|---|
||**Balance as of**|**(£)**|**(£)**|**31/12/2023**|
||**01/01/2023**|||**(£)**|
||**(£)**||||
|Les Pugh|2,723.96|6,964.00|8,536.51|1,151.45|
|Minibus & Van|897.87|1073.92|1523.17|448.62|
|Summer Camp|2,278.19|1,120|2,017.12|1381.07|
|**Total**|**5,900.02**|**9,157.92**|**12,076.80**|**2,981.14**|
## **Overall Summary**
|**Account**|**Opening**|**Income**|**Expenditure**|**Balance at**|
|---|---|---|---|---|
||**Balance as of**|**(£)**|**(£)**|**31/12/2023**|
||**01/01/2023**|||**(£)**|
||**(£)**||||
|**Penarth and District**|10,955.61|48,322.53|51,547.54|7,730.60|
|**(Les Pugh) Explorers**|5,900.02|9,157.92|12,076.80|2,981.14|
||||||
|**Total**|**16,855.63**|**57,480.45**|**63,624.34**|**10,711.74**|
## **General Penarth District Scout Council Account**
|**Summary of highest Income**|**(£)**|
|---|---|
|1stPenarth capitation 2023|5,455.40|
|Shop closure|4,380.84|
|1stDinas Powys capitation 2023|4,194.80|
|1stSully capitation 2023|4,194.80|
|94thcapitation 2023|3,663.80|
|Wenvoe capitation 2023|3,486.80|
|Transfer from PADSAC to enable Census
payment (Sully payment delayed due to
bank access issues)|3,000.00|
|6thPenarth capitation 2023|2,878.80|
|15thPenarth capitation 2023|2,180.80|
1
|15thPenarth capitation 2022 uncontested
amount|1,893.80|
|---|---|
|15thPenarth capitation 2022 outstanding
amount|413.00|
|**Summary of highest Expenditure**|**(£)**|
|---|---|
|Census|25,961.80|
|PADSAC Insurance|3,389.52|
|Loan Repayment|2,000.00|
|Bell Boat Storage (Taylor Made Marine)|1,950.00|
|Minibus Insurance|759.63|
- Area loan repaid in full.
- Current charges for Bellboat are £3 per individual for P&D groups and £3.50 per individual for external groups. This would require 650 P&D individuals to use the bellboats to break even on storage costs. For context, excluding squirrels, the District has 421 members.
- Agreed in last district meeting that Bellboat charges would need to go up to £7 per person to cover costs and if numbers taking up Bellboating weren’t sufficient to cover costs, that we would look to sell them.
## **PADSAC Account**
|**Summary of Income**|**(£)**|
|---|---|
|Penarth U5s|1,345.00|
|1stPenarth hire|1,320.00|
|Monkey Music|1,152.00|
|Little Fizz|485.00|
|94thPenarth invoice 17223|435.00|
|||
|**Summary of Expenditure**|**(£)**|
|Transfer to main account to enable census
payment by 31stMarch|3,000.00|
|PADSAC Roof repair|1,260.00|
|Cleaning*|1,618.81|
|SSE Energy from Nov 2023|1,035.34|
|Swalec Electricity Jan-Oct 23|1,010.00|
|Welsh Water|845.91|
|TalkTalk|551.55|
|Waverley Fire & Security|343.86|
|Swalec Gas Jan-Sep 23|293.20|
***** includes materials
- Electricity costs have increased costs from £133.58 a month to £345.11 a month. 158% increase.
- Welsh Water increased from £65.43 a month up to and including March 2023 to £72.18 from April onwards. An increase of just over 10%.
2
- Talktalk monthly payments increased in April 2023 from £16 to £55.95 a month. 250% increase.
## **Minibus/Van Account**
|Summaryof Income Minibus|(£)|
|---|---|
|Les Pugh Summer Camp|507.50|
|1stRadyr Scouts|123.50|
|Les Pugh Tudor Cule camp|73.50|
|Les Pugh|25|
|Les Pugh Symonds Yat|19.42|
|**Total**|**675.42**|
|||
|Summaryof Income Van|(£)|
|Les Pugh Summer Camp|200.00|
|94th|75.00|
|94th|25.00|
|Invoice 17212|25.00|
|**Total**|**325.00**|
|||
|Summaryof Expenditure Minibus|(£)|
|Insurance*|759.63|
|Tax|320.00|
|MOT**|35.00|
|**Total**|**1114.63**|
## *** costs incurred through other accounts**
|Summaryof Expenditure Van|(£)|
|---|---|
|Insurance|651.60|
|Tax|165.00|
|Repairs (door handle, locksmith, new lock)|221.49|
|MOT|0|
|**Total**|**1038.09**|
***** MOT in Dec 2022 - £50, MOT in Feb 2024 £533.76
- Minibus made a loss of £404.21 in 2023
- Van made a loss of £713.09 in 2023
## **(Les Pugh Own) Explorers**
|**Summary of Highest value Income**|**(£)**|
|---|---|
|Summer camp total payments|4,740.00|
|Subs of £45 per member per term|2,810.00|
|Census|1,319.60|
|||
|**Summary of Highest value Expenditure**|**(£)**|
|Summer camp costs|2609.80|
3
|Scout Association camp and 2 x activities
package|2610.00|
|---|---|
|Census|1319.60|
Summer camp costs appear higher than summer camp income but residue funding for camp in account.
4
**LT700006 - Independent Examiner's Report to the Trustees (January 2024)**
## England & Wales
**Template 1: Unqualified report for a non-company charity preparing receipts and payments accounts with a gross income of £250,000 or less in the relevant financial year**
## **Independent examiner’s report to the trustees of Penarth and District Scout Council**
I report to the trustees on my examination of the accounts of the Penarth and District Scout Council for the year ended 31[st] December 2023.
## **Responsibilities and basis of report**
As the charity trustees of the Penarth and District Scout Council you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (‘the Act’).
I report in respect of my examination of the Penarth and District Scout Council accounts carried out under section 145 of the 2011 Act and in carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
## **Independent examiner’s statement**
I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect:
1. accounting records were not kept in respect of the Penarth and District Scout Council as required by section 130 of the Act; or
2. the accounts do not accord with those records.
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.
Signed:
Name: Peter Chapman ACMA CGMA
Relevant professional qualification or membership of professional bodies (if any): Chartered Management Accountant
Address: 31 Coleridge Avenue, Penarth, CF64 2SQ
Date: 13 March 2026