Group Constitution

As of April 2024, the Scout Association requires all Scout Groups to adopt a formal constitution and for this to be re-adopted at each Annual General Meeting and recorded in the minutes of the meeting.

POR section 5b.3.1.2 states that “Every charity within the Scouts’ federation of charities must have an agreed constitution. Although a charity may agree its own constitution, it is very strongly encouraged that each Group [] adopts the model constitutions from those provided in POR Chapter[] 5c.”

The 4^th Stafford Scout Group will adopt the model constitution, this is provided below. No revisions to the text are made. There are some minor alterations to the formatting.

Contents

The Constitution

• 5c.1.1.1 Preamble
• 5c.1.1.2 Charitable Objects
• 5c.1.2 The Group Scout Council
• 5c.1.3 The Group Trustee Board
• 5c.1.4 Group Scout Council – Annual General Meeting
• 5c.1.5 Group Trustee Board – purpose
• 5c.1.6 Group Scout Council – Conduct of meetings.
• 5c.1.7 Group Trustee Board – Conduct of meetings.

Appendix I – POR Chapter 5b.2 Constitution – Governance Context*

Appendix II – POR Chapter 5.3.2-4 Constitution – Requirement (AGM and Trustee Board Membership)*

Annex I – Members of the Group Trustee Board, Trustees*

*These Chapters are not formal parts of the constitution but provide important parameters for the operation of charity governance.

The Constitution

POR Chapter 5c.1 Constitution for a Group

5c.1.1.1 Preamble

This constitution describes the role, membership and operation of the Group Scout Council, and the Group Trustee Board.

5c.1.1.2 Charitable Objects

[POR 1.1] Our purpose is to actively engage and support young people in their personal development, empowering them to make a positive contribution to society.

5c.1.2 The Group Scout Council

5c.1.2.1
The Group Scout Council has a governance role for the charity and makes Group Trustee Board appointments other than ex officio and co-opted Trustee appointments.

5c.1.2.2
The Group Scout Council has no Trustee responsibilities.

5c.1.2.3
The members of the Group Scout Council are

The ex officio members of the Group Scout Council are detailed in POR 5b.3.2.4.
The Group Scout Council may appoint some members as detailed in POR 5b.3.2.8.
The Group Scout Council may appoint some community members. See POR 5b.3.2.9.
The maximum number of appointed and community members of a Group Scout Council is defined in POR 5b.3.2.10.

5c.1.2.4
Group Trustee Board administration must ensure that appointed Group Scout Council Members are recorded locally in the minutes of the Group Scout Council meeting which appoints them (normally the AGM). Group Scout Council members (whether ex officio or appointed or community) must not be recorded as such on the membership system.

5.4.3.5 Group Trustee Board membership

The members of the Group Trustee Board are:

5. The ex officio roles, as defined in Rule 5.3.4.5(a).
6. Appointed Trustees (including Chair and Treasurer). The selection process for Trustees must follow Rule 5.3.4.6. Vacancies for appointed Trustees only occur at the end of their period of appointment. For example, a Group Chair may have been appointed for three years and so does not need to be re-appointed or re-selected after years one and two. The proposal from the Trustee Board is received by the Scout Council at their AGM. The proposal from the Trustee Board does not require seconding by a member of the Scout Council. The action of the Scout Council is to approve or not approve the proposed names from the Trustee Board.
7. Co-opted members are persons co-opted annually by the Group Trustee Board. They are not appointed by the Group Scout Council at its AGM. The number of co-opted members must not exceed the actual number of appointed Trustees, excluding Chair and Treasurer.
8. The Sponsoring Authority, or its nominee, has right of attendance at a Group Trustee Board.

5c.1.3 The Group Trustee Board

5c.1.3.1
The Group Trustee Board is responsible for the governance of the Group, whether or not it is a charity in law. Although the Group Trustee Board is responsible for the charity, it is accountable to the Group Scout Council.

5c.1.3.2
Group Trustee Board membership

a. The ex officio Group Trustees, as defined in POR 5b.3.3.5(a).

b. Appointed Group Trustees (including Chair and Treasurer) are persons appointed by the Group Scout Council as described in POR 5b.3.3.5(b).
The selection process for appointed Group Trustees must follow POR 5b.3.3.5(b) and POR 5b.3.3.6.

c. Co-opted Trustees are persons co-opted by the Group Trustee Board as described in POR 5b.3.3.5(c). Their term of appointment is a maximum of 12 months (though re-appointment is permitted).

The number of co-opted members must not exceed the actual number of appointed Trustees, excluding Chair and Treasurer. If a co-option is required mid-year because of a vacancy arising, then this rule may be broken, provided that the total number of Trustees remains no greater than the total number of Trustees permitted by Group Scout Council resolution at the AGM.

The selection process for Co-opted Trustees must follow POR 5b.3.3.5(c) and POR 5b.3.3.6.

d. The Sponsoring Authority, or its nominee, has right of attendance at a Group Trustee Board.

5c.1.4 Group Scout Council – Annual General Meeting

5c.1.4.1
To support the planning and delivery of a Group AGM there is a downloadable ‘script’ (including agenda and script templates and a suggested planning timetable).

5c.1.4.2

Each Group Scout Council must hold an Annual General Meeting (AGM) within six months of the end of the Group’s financial year. The Group should give a minimum of four weeks’ notice of the date of the AGM.

5c.1.4.3
The AGM must:

1. Undertake governance oversight by
   1. approving the minutes of the previous Group AGM
   2. adopting (or re-adopting) the constitution of the Group (POR 5c.1)
   3. noting the dates of Group’s financial year
   4. approving appointed and community members of the Group Scout Council
   5. agreeing the maximum total number of members of the Group Trustee Board (this is one number representing the total of ex officio, appointed and co-opted members)
   6. agreeing the quorum for future meetings of the Group Scout Council
2. Review the previous financial year by
   1. receiving from the Group Lead Volunteer an overview of the past 12 months of activity in the Group
   2. receiving and considering the Group Trustees’ Annual Report and the annual statement of accounts which have been approved by the Group Trustee Board.
3. Make appointments
   1. appoint a Chair of the Group Trustee Board, following recommendation from the selection process initiated by the Group Trustee Board.
   2. appoint a Treasurer of the Group Trustee Board, following recommendation from the selection process initiated by the Group Trustee Board.
   3. appoint other members of the Group Trustee Board, following recommendations from the selection process initiated by the Group Trustee Board.
   4. approve the appointment of any Group Presidents or Group Vice Presidents, and note current appointees (if any)
   5. appoint (or re-appoint) an auditor or independent examiner (see POR 5e.3)

5c.1.5 Group Trustee Board – purpose

5c.1.5.1
The Group Trustee Board is a team of volunteers who work together, as charity Trustees, to make sure Scouts is run safely and legally. At the heart of their role is a focus on strategy, performance and assurance, working to ensure that the Group is meeting The Scout Association’s overall aims and strategic goals.

Effective Trustee support helps other volunteers run the Scout programme that gives young people skills for life.

5c.1.5.2
Members of the Group Trustee Board must act collectively as charity Trustees of their Group (whether or not it is a charity in law), and in the best interests of the Group and its members.

5c.1.5.3
The Group Trustee Boar

d must act in the charity’s best interests, acting with reasonable care and skill and take steps to be confident that:

1. the Group is:
   1. well managed
   2. carrying out its purposes for the public benefit
   3. complying with the Group’s governing document and the law
   4. managing the Group’s resources responsibly
2. the Group is operating compliant with POR and the local charity regulator, including effective management of each of the Key Policies listed in POR Chapter 2a.
3. young people are meaningfully involved in decision making at all levels
4. the Group has sufficient resources (funds, people, property and equipment) available to meet the planned work of the Group including delivery of the high-quality programme and resource requirements of the training programme (POR 4b.7)

5c.1.5.4
The Group Trustee Board members must themselves collectively:

1. develop and maintain a risk register, including putting in place appropriate mitigations
2. ensure that the Group’s finances are properly managed, including development and maintenance of appropriate budgets to support the work of the Group
3. ensure that where the Group is partnered with an Explorer Unit and the operational financing is undertaken by the Group, this arrangement must be documented in the Partnership Agreement, and the finance arrangements must follow this guidance.
4. maintain and manage:
   1. a reserves policy for the Group. This must address the minimum reserves that should be maintained to allow for difficult financial circumstances in the Group, and must also include a statement about how reserves outside that ‘minimum’ will be used for development of Scouts
   2. an investment policy for the Group
   3. a public benefit statement for the Group
5. ensure that people, property and equipment are appropriately insured, and that any property and equipment owned or used by the Group is properly protected and maintained
6. ensure the appointment and management and operation of any sub-team(s) created in line with POR 5c.1.5.5, including appointing a Chair to lead the sub-team(s). This should normally be one of the Group’s Trustees. This sub-team Chair role title is Sub-Team Leader (see the Teams Table in POR Chapter 16).
7. ensure that effective administration is in place to support the work of the Group Trustee Board
8. appoint any co-opted members of the Group Trustee Board
9. ensure transparency of operation, including:
   1. prepare and approve the Annual Accounts and arrange their examination by an auditor or independent examiner (as appropriate) and as appointed by the Group Scout Council at their AGM
   2. prepare and approve the Group Trustees’ Annual Report (which must include the Annual Accounts and include the report from the auditor or independent examiner)
   3. present the approved Group Trustees’ Annual Report and Annual Accounts to the Group Scout Council for their consideration at the Group AGM
   4. following the Group AGM, ensure that the Group Trustee Board administration:
      • files a copy of the Group Trustees’ Annual Report and Accounts as described in POR 5e.2.1.2 and POR 5e.2.1.3.
      • records all Group Trustees on the membership system, and ensures that the necessary eligibility checks are promptly concluded (should be by no later than 30 days following the AGM)
      • if the Group is registered with their regulator, updates the Group’s registration details to list all Group Trustees
10. take responsibility for the Group’s adherence to Data Protection Legislation recognising that, dependent on circumstances, it may at different times act as a Data Controller and as a Data Processor, including the Trustee Board responsibilities listed at POR 2a.3.2.1.
11. individually and collectively maintain confidentiality regarding appropriate Group Trustee Board business
12. put in place annually an open and transparent selection process to recommend to the Group Scout Council appropriate members to be appointed members of the Group Trustee Board, including Chair and Treasurer. Vacancies for appointed Trustees only occur at the end of their period of appointment (for example, a Trustee may have been appointed for three years and so does not need to be re-appointed or re-selected after years 1 and 2).
13. where staff are employed:
    1. act as a responsible employer in accordance with Scouts’ values and relevant legislation
    2. ensure that effective line management is in place for each employed staff member and that these are clearly established and communicated
    3. ensure that appropriate specific employee insurance is in place (POR 5g.4.1.2(j))

5c.1.5.5

1. A Group Trustee Board may create sub-teams it deems necessary to support its governance function (see POR 5c.1.5.4(f)). The Group Trustee Board must ensure that for any sub-team it appoints:
   1. its purpose is governance-focused and not operational
   2. its members are agreed and approved by the Group Trustee Board
   3. the Group Chair has right of attendance
   4. the Group Lead Volunteer has right of attendance
2. Sub-team members are not Trustees unless they are already members of the appointing Group Trustee Board.
3. All sub-team members must be recorded on the membership system.
4. If a sub-team consists entirely of non-Trustee members it is good practice for at least one member of the sub-team to have completed the Being a Trustee in Scouts learning.

5c.1.6 Group Scout Council – Conduct of meetings

5c.1.6.1
The Group Scout Council meets at their AGM (POR 5c.1.4).

5c.1.6.2
It would be unusual for there to be additional meetings of the Group Scout Council.  This is because the primary task of the Group Scout Council is to appoint the Group Trustee Board.  If members resign from the Group Trustee Board, POR 16.9.2 must be followed, thus rendering an additional meeting of the Group Scout Council unnecessary.

5c.1.6.3
A Group Scout Council meeting should normally be convened with at least four weeks’ notice. A meeting may be convened on shorter or no notice with the agreement of at least three quarters of the members of the Group Trustee Board.

5c.1.6.4
Group Scout Council meetings are chaired by the Group Chair. If the Group Chair is unable to be present, the Group Chair may appoint a delegate to chair a meeting of the Group Scout Council subject to such appointment being approved at the start of the meeting by a majority of the Group Scout Council members present.

5c.1.6.5
Only Group Scout Council members, as defined in POR 5c.1.2.3, may vote in Group Scout Council meetings.

5c.1.6.6
The quorum for a Group Scout Council meeting is agreed by the Group Scout Council at their AGM (POR 5c.1.4.3(a)).

If there is no quorum present at a meeting of the Group Scout Council, the meeting must be closed and reconvened at the earliest available opportunity.

5c.1.6.7
Decisions are made by a majority of votes cast by those present at the meeting. In the event of an equal number of votes being cast on either side, the Chair does not have a casting vote and the matter is taken not to have been carried.

5c.1.6.8
To discharge their responsibilities, the Group Scout Council may meet by video conference as well as, or instead of, face to face when agreed by the Group Chair. The Group Scout Council must not ‘meet’ using any indirect process, such as email.

At any meeting which is not fully in person, there must be an online poll or other electronic method of counting votes.

5c.1.6.9
All meetings of the Group Scout Council, whether face-to-face or otherwise, must be properly recorded and minuted.

5c.1.7. Group Trustee Board – Conduct of meetings

5c.1.7.1
Meetings of the Group Trustee Board should be convened with at least two weeks’ notice, though it is good practice to schedule meeting dates well in advance.

Meetings may be convened on shorter notice, using the guidance of POR 5c.1.7.3 to agree the date of the additional meeting.

5c.1.7.2
Group Trustee Board meetings are chaired by the Group Chair.

If the Group Chair is unable to be present at a meeting, the Group Trustee Board may choose a member to act as Chair for the duration of the meeting of the Group Trustee Board subject to such appointment being approved at the start of the meeting by a majority of the members present at the meeting.

5c.1.7.3
Only members of a Group Trustee Board as defined in POR 5b.3.3 may vote in meetings of the Group Trustee Board.

Trustees (including ex officio Trustees) must have a full appointment as a Trustee before they can vote at, or influence discussion at, a Trustee Board meeting. They can be invited to attend Trustee Board meetings while they have a provisional appointment but may not influence decision making or take part in any voting.

Decisions are made by a majority of votes cast by the Trustees present at the meeting. In the event of an equal number of votes being cast on either side, the meeting Chair does not have a casting vote and the matter is taken not to have been carried.

5c.1.7.4
The quorum for a meeting of a Group Trustee Board is one third of the Trustees (ex officio plus appointed plus co-opted) plus one [round down if necessary]. So, a Trustee Board with 10 members would have a quorum of four. And a Trustee Board with six members would have a quorum of three.

For any sub-teams of the Group Trustee Board, the quorum for each sub-team must be set by the Group Trustee Board, based on the size of the sub-team and the complexity of its task(s).

If there is no quorum present at a meeting of the Group Trustee Board, or a meeting of a sub-team, the meeting must be closed and reconvened at the earliest opportunity.

5c.1.7.5
To fulfil their responsibilities, the Group Trustee Board may meet by video conference or in person, as determined by the Group Chair. This includes ‘hybrid’ meetings, where some Trustees are present at an agreed location while others participate remotely via phone or video.

Whether hybrid or in person, it is important that all persons present at a meeting are able to:

1. be seen
2. ask questions
3. join in the debate
4. see, share and display documents such as resolutions

5c.1.7.6
Where urgent matters arise between scheduled meetings of the Group Trustee Board and if it is not feasible to convene a meeting of the Trustee Board, electronic voting (such as email) may be used for decision making provided the Group Chair deems it appropriate.

Digital applications other than email are generally not appropriate to be used for such decision making. This includes WhatsApp, Doodle and similar tools, which should only be considered in exceptional circumstances and with the agreement of the Group Chair.

For such decisions taken between meetings, a minimum of 75% [round down if necessary] of the total number of Trustees must approve the matter. The results of the vote must be reported to, and recorded in the minutes of, the next Group Trustee Board meeting.

Appendix I – POR Chapter 5b.2 Constitution – Governance Context

5b.2.1.1 Good governance 
Good governance focusses on oversight and strategy and maintains focus on supporting and assuring the organisation’s strategic goals. Every member of the Federation must adopt a governing document. In the Scouts’ Federation of charities, and in this Chapter, the governing document is referred to as a constitution.

5b.2.1.2 Governing document 

1. A governing document explains what the member of the Federation is set up to do, and how it operates, it sets out the rules to be followed in the governance of the member of the Federation. In Scouts the governing document of each member of the Federation is called their constitution.  All Trustees must understand their constitution, and make sure it is kept up to date.
2. The principal governing document of The Scout Association is the Royal Charter.
3. In countries other than Scotland, POR Chapter 5c includes the model constitution which should be adopted by each Group, District and County as their governing document.
   In Scotland, POR Chapter 5d includes the model constitution which should be adopted by each Group, District and County as their governing document.
4. Every Trustee Board must ensure that their charity’s aims are aligned with The Scout Association’s overall aims and strategic goals and are being delivered effectively and sustainably.

5b.2.1.3 Charitable purpose
Charities exist to fulfil their charitable purposes. Trustees must understand the environment in which the charity is operating and lead the charity in fulfilling its purposes as effectively as possible with the resources available. To do otherwise would be failing beneficiaries, funders and supporters.

5b.2.1.4 Collective responsibility of Trustees 
The Trustees must collectively:

1. ensure that the charity is carrying out its purposes for the public benefit
2. comply with the charity’s governing document and the law
3. act in the charity’s best interests
4. manage the charity’s resources responsibly
5. act with reasonable care and skill
6. ensure the Scout unit is operating in compliance with POR and the local charity regulator, including effective management of each of the Key Policies listed in POR Chapter 2a. This includes ensuring that their Scout unit meets its responsibilities in respect of each the Key Policies, including:
   1. meeting the responsibilities and obligations of the Safeguarding Policy (POR 2a.7)
   2. meeting the responsibilities and obligations of the Safety Policy (POR 2a.8)
   3. complying with data protection law, recognising that, dependent on circumstances, it may at different times act as a Data Controller and as a Data Processor. This includes ensuring all data is processed in line with POR 2a.3.2.1
   4. ensuring that the Leadership Team has provisions in place to respond to data breaches, data protection complaints and subject rights requests

5b.2.1.5 Trustee Board team description 
There is a team description for a Trustee Board.

5b.2.1.6 Charity registration 
Some Groups, Districts or Counties may also need to register as a charity. It is also important that each Trustee Board is aware of the charity regulator that governs them. (See POR Chapter 5a for details).

5b.2.1.7 Trustee support networks  

1. To support effective governance and share good practice across the Groups of the District, the District Chair and District Treasurer should create support network(s) amongst the Group Chairs and Group Treasurers of the District.
2. To support effective governance and share good practice across the Districts of the County, the County Chair and Treasurer should create a support network amongst the District Chairs and Treasurers of the County.

Appendix II – POR Chapter 5.3.2-4 Constitution – Requirement (AGM and Trustee Board Membership)

5b.3.2 Scout Council – Annual General Meeting

5b.3.2.1 Timing 
Each Scout Council must hold an Annual General Meeting (AGM) within six months of the end of the Group’s, District’s or County’s financial year. Trustee Boards should give all members of their Scout Council at least four weeks’ notice of the date of the AGM.

5b.3.2.2 Trustee Annual Report and Accounts 
Before the AGM, the Trustee Board must prepare and approve the Trustees’ Annual Report and the annual statement of accounts. The accounts must have completed their examination by an appropriate auditor or independent examiner (see POR 5e.3). This must include the formal approved report from the auditor or independent examiner.

5b.3.2.3 Minutes and Report filing 
Following each AGM, the Trustee Board administration must ensure that the Trustees’ Annual Report and Accounts, including the formal approved report from the auditor or independent examiner are filed as described in POR 5e.2.1.2 and 5e.2.1.3.

Because the minutes of the AGM cannot be formally approved by the Scout Council until the charity’s next AGM, it is good practice for the new Trustee Board to verify the draft Minutes of the AGM at their first meeting following the AGM,

5b.3.2.4 Group Scout Council – ex officio members 
Ex officio members of the Group Scout Council are:

1. all adult members of the Group – see Group roles listed in the POR Chapter 16 Teams Table
2. all Young Leaders who are members of a Section Team of one of the Group’s sections
3. all Patrol Leaders of the Troop(s) in the Group
4. all parents of Squirrels, Beavers, Cubs and Scouts in the Group
5. all members of the Explorer Section Team of an Explorer Unit partnered with the Group, if so specified in a Partnership Agreement between the Unit, the Group and the District
6. all Explorers of an Explorer Unit partnered with the Group, if so specified in a Partnership Agreement between the Unit, the Group and the District
7. all parents of Explorers of an Explorer Unit partnered with the Group, if so specified in a Partnership Agreement between the Unit, the Group and the District
8. the Sponsoring Authority, where there is one, or its nominee
9. the District Lead Volunteer
10. the District Chair

5b.3.2.8 Appointed members of a Scout Council
The appointed members of a Group, District or County Scout Council are other supporters of the Group, District or County.

They are appointed by the Scout Council at their AGM on the recommendation of the Trustee Board for a fixed period not exceeding three years. Subsequent reappointments are permitted.

A Scout Council does not need to have any appointed members.

5b.3.2.9 Community members of a Scout Council
The community members of a Group, District or County Scout Council are representatives of the local community appointed because of their role rather than by their name. For example, local headteachers, or Parish Council members.

They are appointed by the Scout Council at their AGM, on the recommendation of the Trustee Board, for a period of one year. Subsequent reappointments are permitted.

A Scout Council does not need to have any community members.

5b.3.2.10 Numbers of appointed and community Scout Council members
The total number of appointed and community members of a Group, District or County Scout Council must not exceed the number of ex officio members.

5b.3.2.11 Membership status of Scout Council members
Membership of a Scout Council does not in itself provide any member status of Scouts.

5b.3.2.12 Right of attendance
The County ([NI] Country) Lead Volunteer has the right of attendance at each Group Scout Council meeting in the County ([NI] this right of attendance also applies to Regional Lead Volunteers).

5b.3.2.13 Ending membership of a Scout Council member
An individual’s membership of a Group, District or County Scout Council ends when any of these events occur:

The Scout Council member resigns
The Scout Council member no longer qualifies as a member of the relevant Scout Council
The Scout Council is dissolved
Scout Council membership is terminated by UK Headquarters following a recommendation by the relevant Trustee Board.

5b.3.3 Trustee Board Membership

5b.3.3.1 Numbers of Trustees 
A Trustee Board should comprise a maximum of twelve Trustees (the total of all ex officio, appointed and co-opted Trustee categories), with a minimum of five Trustees. The maximum number of Trustees must be approved by the Scout Council at its AGM.

5b.3.3.2 Charity Trustees 
Each ex officio, appointed and co-opted member of the Trustee Board is a charity Trustee of the Group, District or County.

5b.3.3.3 Ages of Trustees and members of Trustee Board sub-teams
It is good practice for a Trustee Board to have at least two Trustees aged between their 18th and 25th birthdays.

It is good practice for a sub-team of a Trustee Board to have at least two members aged between their 18th and 25th birthdays.

5b.3.3.4 Minimum ages of Trustees 
A person must have reached their 18th birthday before they take on a Trustee role in Scouts. This applies whether or not the Federation member is a registered charity.

5b.3.3.5 Types of Trustees 
There are three classifications of Trustee:

1. Ex officio
   These people are Trustees by virtue of their role in Scouts. They are a vital part of the Trustee Board, providing a clear link with the leadership and operation of the charity.  They are:
   • For the Group Trustee Board – the Group Lead Volunteer
   • For the District Trustee Board – the District Lead Volunteer and the District Youth Lead
   • For the County Trustee Board – the County Lead Volunteer and the County Youth Lead.There is only one ex officio Trustee role for each of the above roles, so where there are joint role holders for a role, the role holders must decide, in discussion with the Chair, which of them should be the ex officio Trustee. However, each role holder of any of the above roles must be eligible to be a Trustee (as specified in POR 16.1.3.1(g) and POR 16.2.2.1(e)).
2. Appointed by the Scout Council.
   These Trustees are appointed by the Scout Council at their AGM following a rigorous and transparent selection process agreed by the members of the Trustee Board. This includes the Chair and Treasurer roles.
   The proposal from the Trustee Board is received by the Scout Council at their AGM. The proposal from the Trustee Board does not require seconding by a member of the Scout Council. The action of the Scout Council is to approve or not approve the proposed name(s) from the Trustee Board.
   Vacancies for appointed Trustees only occur at the end of their period of appointment. For example, a District Chair may have been appointed for three years and so does not need to be re-appointed or re-selected after years one and two.
3. Co-opted by the Trustee Board
   These Trustees are appointed by the Trustee Board.  Co-opting offers the Trustee Board a way of broadening its skills mix or to introduce potential new Trustees mid-year, as well as providing a method of filling vacancies that may occur between AGMs.
   The Trustee Board must ensure that any co-opted appointments are made following an appropriate selection process, similar to that described for Appointed Trustees.

5b.3.3.6 Selecting and appointing Trustees 
The Trustee vacancies should be advertised widely, including to all members of the Scout Council aged 18 or over, so that it is clear that it is an open selection process. It may include a nominations process or an election process or other locally appropriate procedures

Persons recommended for appointment to the Trustee Board may include members of the Scout Council but may also include people from outside the Scout Council (including people from outside Scouts) provided that there is no conflict of interest.

5b.3.3.7 Persons disqualified as Trustees 
Certain people are disqualified from being members of Trustee Boards by virtue of the Charities Acts (in Scotland, the Charities and Trustee Investment (Scotland) Act 2005). This must be determined during the appointment process through the Trustee’s declaration and by Trustee eligibility checks (POR 16.1.3.1(d) and (e) and 16.2.2.1(d) and (e)).

5b.3.3.8 Conflicts of interest 
Governance roles must be distinct to help manage conflicts of interest.

This includes a requirement that the roles of Chair and Treasurer must be kept separate and be undertaken by two different people. Further, to ensure no conflict of interest, the roles of Chair and Treasurer should not be undertaken by close family members (including husband and wife, parent and child).

Subject to the conflict of interest rules (see POR Chapter 16 and the definition of ‘conflict of interest’ in the POR Definitions Chapter), a Trustee may be a member of more than one Trustee Board.

5b.3.3.9 Trustees – term of appointment 

1. Appointed Trustees (including Chair and Treasurer) are appointed by the Scout Council at their AGM for an initial period of no longer than three years. The Scout Council may agree further periods of appointment.
2. Co-opted Trustees are appointed by the Trustee Board for an initial period of one year. Further periods of appointment may be agreed by the Trustee Board, however co-opted Trustees are encouraged to move to being appointed Trustees at the next AGM.
3. Appointed and co-opted Trustees must serve no more than nine years in any Trustee role on the specific Trustee Board (this includes Chair and Treasurer). As example, if a Trustee served three years and then became Treasurer on the same Trustee Board, that person could serve as Treasurer for no more than six years.
4. Ex officio Trustees serve as a Trustee for as long as they hold the ex officio role. Their membership of the Trustee Board ceases as soon as they are no longer in a role that includes Trustee responsibility.
   If their ex officio role is held for less than nine years, then they may hold an appointed or co-opted Trustee role to a maximum of nine years as a Trustee on the specific Trustee Board, including their time as an ex officio Trustee. As example, if a Group Lead Volunteer served five years in that role and then became an appointed Trustee on the Group Trustee Board, that person could serve as an appointed Trustee for no more than four years.
5. A volunteer who has been a Trustee on a specific Trustee Board for a total of nine years (which need not be consecutive) may be considered for re-appointment to the same Trustee Board after a gap of a minimum of three years. If so reappointed, the nine-year rule above also applies from the date of reappointment.
   The nine-year Trustee maximum term rule comes into effect from the Federation member’s AGM held during 2024 – it does not include years served as a Trustee prior to the 2024 AGM.

5b.3.3.10 Supporting Trustee skills 
All Trustees must complete learning as specified in POR Chapter 16.

5b.3.3.11 Membership system 
All Trustees, and members of sub-teams, must be recorded on the membership system.

5b.3.3.12 Action following resignation 
If a Trustee Board Chair or Treasurer resigns, then POR 16.9.2 must be followed.

5b.3.3.13 Effective Trustee Board administration 
Each Trustee Board must have effective administration support. The administration may be provided by one or more persons as appropriate to the Trustee Board.

The administration role(s) are ‘operational’ role(s) and will typically be member(s) of the Group Leadership Team, the District Support Team or the County Support Team as appropriate, or one of their sub-teams.

A Trustee Board member should not take minutes at a meeting, as it makes it difficult for them to properly contribute to the meeting and meet their trustee responsibilities.

More information is available about tools to support Trustee Boards.

5b.3.3.14 Right of attendance and invited attendees 
People invited to attend a meeting of the Trustee Board, or with right of attendance, may be present at the meeting but are not charity Trustees and have no voting rights.

1. The District Lead Volunteer, the District Chair and the County (^[NI] Country) Lead Volunteer each have the right of attendance at meetings of each of the Group Trustee Boards in the Districts in the County (^[NI] Country).
2. The County (^[NI] Country) Lead Volunteer and the County (^[NI] Country) Chair each have the right of attendance at meetings of each of the District Trustee Boards in the County (^[NI] Country).
3. These members have the right of attendance at meetings of the County Trustee Board:
   • the Regional Lead Volunteer (in England and in Wales)
   • the Chief Volunteer of Scotland (in Scotland)
   • the UK Chief Volunteer for International (for British Scouting Overseas and for each of the five Overseas Territories)
4. These members must be invited to attend meetings of the County Trustee Board:
   • the County’s Nominated Member(s) on the Council of The Scout Association
   • the County’s Nominated Youth Representative on the Council of The Scout Association
5. Right of attendance at Group Trustee Boards also extends to:
   • The Sponsoring Authority (or their delegate) of a Sponsored Group
   • For a Joint Scout and Guide Group, the Guide equivalent of the Group Lead Volunteer has right of attendance at the Scout Trustee Board.

Annex I – Members of the Group Trustee Board, Trustees

Term Period: 2025/26 Year