Scouts

5.1.1.1 This chapter applies only to Groups, Districts and Counties within the Scouts’ federation of charities.

Matters concerning UK and nation headquarters are detailed in Chapter 6 of POR.

5.1.1.2 Each Group, District and County is a separate unincorporated educational charity within the Scouts’ federated structure and must operate as such, regardless of whether the Group, District or County is registered with a charity regulator.

5.1.1.3 The members of the charity are the members of the Scout Council as defined in this chapter.

5.1.1.4 The governance and financial arrangements for Groups, Districts and Counties are governed by this POR chapter.

5.1.1.5 Chapter 13 of POR may also apply if the charity is registered, including if it has ownership of land or property.

5.1.1.6 For Counties that have no Districts, or have a directly administered District, or have a directly administered Group, the County Trustee Board must also enact the District-related or Group-related responsibilities of this chapter.

5.1.1.7 For Districts that have a directly administered Group, the District Trustee Board must also enact the Group-related aspects of this chapter.

5.3 applies to each Group, District and County, whether or not it is registered with a charity regulator.

5.3.1.1 Every charity must have an agreed constitution. Although a charity may agree its own constitution, it is very strongly encouraged that each Group, District and County adopts the model constitutions that are shown in 5.4, 5.5 and 5.6, respectively, in this chapter.

The model constitutions in 5.4, 5.5 and 5.6 describe the role, membership and operation of the Scout Council, and the Trustee Board.

5.3.1.2 In the interest of openness, especially for new members of the Scout Council, the Scout Council should re-adopt their charity’s constitution at each AGM. This must be recorded in the minutes of the AGM.

A Group, District, or County which adopts unchanged the model constitution in 5.4 should record in their AGM minutes that POR 5.4, 5.5 or 5.6 is fully adopted as its constitution. In this case, a copy of 5.4, 5.5 or 5.6 does not need to be attached to the minutes – it is sufficient for the adoption of 5.4, 5.5, 5.6 to be stated in the AGM minutes.

A Group, District, or County which adopts the model constitution in 5.4 but makes a local amendment to the model constitution must record in the minutes of their AGM:

the adoption of the model constitution in POR 5.4, 5.5 or 5.6 as the basis of their constitution
the specifics of the local amendment(s) that it has adopted.
clear reasoning for the local amendment

A Group, District, or County which adopts its own constitution, must record in the minutes of their AGM:

the differences between their constitution and the model constitution
clear reasoning for the retention of each of the differences
confirmation that the Scout Council AGM has approved a constitution that is not based around the model constitution from POR

5.3.1.3 As stated in Rule 16.1.1.1, a person must have reached their 18^th birthday before they take on a charity Trustee role in the Scouts.

5.3.1.4 There are three classifications of Trustee:

Ex officio
These people are Trustees by virtue of their role in the Scouts. They are a vital part of the Trustee Board, providing a clear link with the leadership and operation of the charity.
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.

This selection process may include nominations or an election process or other locally appropriate procedures. It may include selection of persons with specific skills from outside the Scouts.
The Trustee vacancies should be advertised widely so that it is clear it is an open process. It may include members of the Scout Council and may also include people from outside the Scout Council (including from outside the Scouts) provided that there is no conflict of interest.
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.
The Trustee Board must ensure that co-opted appointments follow an appropriate selection process, similar to that described for Appointed Trustees.

5.3.1.5 Certain people are disqualified from being charity trustees by virtue of the Charities Acts. This must be determined during the appointment process through the Trustee’s declaration and by Trustee eligibility checks (see Rule 16.1.3.1(d) and (e)). SV

In the previous edition of POR, Section Leaders (if they opted in), Deputy Group Scout Leaders and Group Secretary (if appointed) were ex officio members of the Group Trustee Board. If they are currently in role as ex officio Trustees at the time of this edition of POR becoming ‘live’ (1st April 2024) then their role as a Trustee will continue until the next Group AGM after 1st April 2024, or until 31st March 2025, whichever is sooner.

In the previous edition of POR, the District Explorer Scout Commissioner, the District Scout Network Commissioner and the District Secretary (if appointed) were ex officio members of the District Trustee Board. If they are currently in role at the time of this edition of POR becoming ‘live’ (1st April 2024) then their role as a Trustee continues until the next District AGM, or until 31st March 2025, whichever is sooner.

In the previous edition of POR, the County Secretary (if appointed) was an Ex Officio member of the County Trustee Board. If they are currently in role at the time of this edition of POR becoming ‘live’ (31st March 2024) then their role as a Trustee will continue until the next County AGM, or until 31st March 2025, whichever is sooner.

5.3.1.6 Trustees - term of appointment

Appointed Trustees are appointed by the Scout Council for an initial period of no longer than three years.
Further periods of appointment may be agreed by the Scout Council.
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.
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.
Ex officio Trustees serve as a Trustee for as long as they hold the ex officio role. 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.
A volunteer who has been a Trustee may be considered for re-appointment to the same Trustee Board after a gap of three years.
Ex officio Trustees hold their trustee responsibilities for as long as they hold their role that includes trustee responsibility. Their Trustee membership of the Trustee Board ceases as soon as they are no longer in role.
The nine year Trustee maximum term rule referred to in 5.3.1.6 comes into effect from the charity’s AGM held during 2024.

5.3.1.7 All Trustees must complete learning as specified in Rule 16.1.3.1(g), 16.2.3.1(g) and the Chapter 16 Roles Table.

5.3.1.8 In addition to the Rules in 5.3, important parts of the model constitution in 5.4, 5.5 or 5.6 are Rules that must be followed. To ensure good and transparent governance, reasons for any variation from 5.4, 5.5 or 5.6 must be clearly documented in the minutes of the AGM.

5.4.4.1 Membership of the Group Scout Council does not provide any membership status of the Scouts.

5.4.4.2 Group Scout Council membership

a) The ex officio members of the Group Scout Council are members by virtue of their role in The Scouts:

all adult members of the Group – see Group roles listed in the Chapter 16 Roles Table of The Scout Association’s Policy, Organisation and Rules
all Patrol Leaders of the Troop(s) in the Group
all parents or carers of Squirrels, Beavers, Cubs and Scouts in the Group
all Explorers, if so stated in a Partnership Agreement between the Unit, the Group and the District
all parents and carers of Explorers, if so stated in a Partnership Agreement between the Unit, the Group and the District
the Sponsoring Authority, where there is one, or its nominee
the District Commissioner
the District Chair

b) The appointed members of the Group Scout Council are other supporters of the Group appointed by the Group Scout Council on the recommendation of the Group Scout Leader and the Group Trustee Board. The number of appointed members must not exceed the number of ex officio Group Scout Council members (see also (f) below). A Group Scout Council does not need to have any appointed members.

c) The community members of the Group 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 Group Scout Council on the recommendation of the Group Scout Leader and the Group Trustee Board. The number of community members must not exceed the number of ex officio Group Scout Council members (see also (f) below).

d) The County Commissioner has the right of attendance at each Group Scout Council meeting in the County. e) Membership of the Group Scout Council ends when the:

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

f) The total number of appointed and community members of a Group Scout Council must not exceed the number of ex officio members.

g) Appointed members of a Group Scout Council must each have a fixed period for their appointment of not more than three years. Subsequent reappointments are permitted.

h) Community members of a Group Scout Council are initially appointed for a term of one year, though they may be renewed annually at the AGM.

i) Group Trustee Board administration (see 5.4.7.9) 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). Scout Council members (whether ex officio or appointed or community) must not be recorded as Scout Council Members on The Scout Association’s membership system.

5.4.5.1 Each Group Scout Council must hold an Annual General Meeting (AGM) within six months of the end of the Group’s financial year. Groups should give 4 weeks’ notice of the date of the AGM

5.4.5.2 The AGM must:

a) Undertake governance oversight by

approving the minutes of the previous Group AGM
adopting (or re-adopting) the constitution of the Scout Group charity (see Rule 5.3) of The Scout Association Policy, Organisation and Rules.
noting the dates of charity’s financial year
approving appointed and community members of the Group Scout Council
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).
agreeing the quorum for future meetings of the Group Scout Council

b) Review the previous year by

receiving from the Group Scout Leader an overview of the past 12 months of activity in the Group
receiving and considering the Group Trustees’ Annual Report and the annual statement of accounts approved by the Group Trustee Board.
Before the AGM, the accounts must have completed their examination by an appropriate auditor, independent examiner, or scrutineer (see 5.7.3). This must include the formal report prepared by the auditor, independent examiner, or scrutineer.

c) Make appointments

appoint a Chair of the Group Trustee Board, following recommendation from the selection process initiated by the Group Trustee Board. Vacancies for Chair only occur at the end of their period of appointment (for example, a Chair may have been appointed for three years and so does not need to be re-appointed after years 1 and 2).
appoint a Treasurer of the Group Trustee Board, following recommendation from the selection process initiated by the Group Trustee Board. Vacancies for Treasurer only occur at the end of their period of appointment (for example, a Treasurer may have been appointed for three years and so does not need to be reappointed after years 1 and 2).
appoint other members of the Group Trustee Board, following recommendations from the selection process initiated by the Group Trustee Board. Vacancies for appointed Trustees only occur at the end of their period of appointment (for example, each Trustee may have been appointed for three years and so does not need to be re-appointed after years 1 and 2).
approve the appointment of any Group Presidents or Group Vice Presidents, and note current appointees (if any)
appoint (or re-appoint) an auditor, independent examiner or scrutineer as required.

5.4.5.3 Following each AGM, the Group Trustee Board administration must ensure that:

All appointed Trustees are recorded on the membership system, as required by Rule 16.2.2 of The Scout Association Policy, Organisation and Rules
the Group Trustees’ Annual Report and Accounts, including the formal report prepared by the auditor, independent examiner, or scrutineer are filed as described in Rule 5.7 of The Scout Association Policy, Organisation and Rules

It is good practice for the new Group Trustee Board to verify the draft Minutes of the AGM at their first meeting following the AGM, even though the minutes cannot be formally approved until the charity’s next AGM.

The Group Trustee Board is a team of volunteers who work together, as charity Trustees, to make sure the Scouts is run safely and legally. At the heart of their role is a focus on strategy, performance and assurance.

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

5.4.6.1 Members of the Group Trustee Board must act collectively as charity trustees of their Scout Group, and in the best interests of the charity’s members.

5.4.6.2 Governance roles must be distinct to help manage conflicts of interest. This means that the roles of Group’s Chair and Treasurer must be kept separate and be done by two different people.

5.4.6.3 The Group Trustee Board must act in the charity’s best interests, acting with reasonable care and skill and take steps to be confident that:

a) The charity is:

well managed
carrying out its purposes for the public benefit
complying with the charity’s governing document and the law
managing the charity’s resources responsibly

b) the charity is operating compliant with POR and the local charity regulator, including effective management of each of the Key Policies listed in Chapter 2 of The Scout Association Policy, Organisation and Rules.

c) young people are meaningfully involved in decision making at all levels

d) 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 (Rule 4.2.2 of The Scout Association Policy, Organisation and Rules)

5.4.6.4 The Group Trustee Board members must themselves collectively:

a) develop and maintain a risk register, including putting in place appropriate mitigations

b) ensure that the Group’s finances are properly managed, including development and maintenance of appropriate budgets to support the work of the Group

c) maintain and manage:

a reserves policy for the charity including a plan for use of reserves outside the ‘minimum’
an investment policy for the charity
a public benefit statement for the charity

d) 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

e) ensure the appointment and management and operation of any subcommittees, including appointing a Chair to lead the sub-committee. This should normally be one of the Group’s Trustees.

f) ensure that effective administration is in place to support the work of the Group Trustee Board

g) appoint any co-opted members of the Group Trustee Board

h) ensure transparency of operation, including:

prepare and approve the Annual Accounts and arrange their examination by an auditor, independent examiner or scrutineer (as appropriate) and as appointed by the Group Scout Council at their AGM
prepare and approve the Group Trustees’ Annual Report (which must include the Annual Accounts and include the report from the auditor, independent examiner or scrutineer)
present the approved Group Trustees’ Annual Report and Annual Accounts to the Group Scout Council for their consideration at the Group’s AGM
following the Group AGM, ensure that a copy of the Group Trustees’ Annual Report and Accounts is sent to the District Trustee Board administration (see 5.4.7.9) and, if the Group is a registered charity, is filed with the appropriate charity regulator (if the regulator’s rules require it).

i) take responsibility for the Group’s adherence to Data Protection Legislation recognising that, dependent on circumstances, it will at different times act as a Data Controller and as a Data Processor

j) individually and collectively maintain confidentiality regarding appropriate Group Trustee Board business

k) 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).

l) where staff are employed:

act as a responsible employer in accordance with the Scouts’ values and relevant legislation
ensure that effective line management is in place for each employed staff member and that these are clearly established and communicated
ensure that appropriate specific personnel insurance is in place

5.4.6.5 A Group Trustee Board may create sub-committees it deems necessary to support its governance function. The Group Trustee Board must ensure that for any sub-committee it appoints:

its purpose is governance-focused and not operational
its members are agreed and approved by the Group Trustee Board
the Group Trustee Board Chair is an ex officio member
the Group Scout Leader is an ex officio member

5.4.6.6 Sub-committee members are not Trustees unless they are already members of the appointing Group Trustee Board.

5.4.6.7 All sub-committee members must be recorded on the membership system.

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

5.4.7.2 A Group Trustee Board should comprise a maximum of 12 Trustees (the total of all ex officio, appointed and co-opted Trustee Categories), with a minimum of five Trustees The maximum number of Trustees should be agreed by the Group Scout Council at its AGM.

5.4.7.3 Each ex officio, appointed and co-opted member of the Group Trustee Board is a charity Trustee of the Group.

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

5.4.7.4 Certain people are disqualified from being charity trustees by virtue of the Charities Acts.

5.4.7.5 Some Groups may also need to register as a charity (See Rule 13.1.2 of The Scout Association Policy, Organisation and Rules). SV

If registered, the Group’s registration number must be recorded on the membership system.

Groups must not use any other charity number than their own.

5.4.7.6 All Trustees must complete learning as specified in Rule 16.2.1, 16.2.3, 16.2.4 of The Scout Association Policy, Organisation and Rules and the Chapter 16 Roles Table. of The Scout Association Policy, Organisation and Rules

5.4.7.7 It is good practice for a Group Trustee Board, and any sub committees, to have at least two Trustees aged between their 18th and 25th birthdays.

5.4.7.8 Each Group Trustee Board requires effective administration.

The administration may be provided by one or more persons as appropriate to the Group.

5.4.7.9 The selection processes leading to appointment of Group Trustees must include a rigorous and transparent selection process, which includes advertising vacancies widely.

5.4.7.10 The members of the Group Trustee Board are:

a) The Group Scout Leader is an ex officio member of the Group Trustee Board.SV

There is only one ex officio Trustee role for a Group Scout Leader, so where there are joint role holders for Group Scout Leader, the role holders must decide, in discussion the Group Chair, which of them will be the ex officio Trustee. However, each Group Scout Leader role holder must be eligible to be a Trustee (as specified in 16.1.1.5 of The Scout Association Policy, Organisation and Rules).

b) The Group Trustee Board must initiate a selection process to propose a Group Chair to the Group Scout Council for appointment at their AGM. Vacancies for the role of Group Chair only occur at the end of their period of appointment (for example, a Chair may have been appointed for three years and so does not need to be re-appointed or re-selected after years 1 and 2).

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) the proposed name from the Trustee Board.

c) The Group Trustee Board must initiate a selection process to propose a Group Treasurer to the Group Scout Council for appointment at their AGM. Vacancies for the role of Group Treasurer only occur at the end of their period of appointment (for example, a Treasurer may have been appointed for three years and so does not need to be reappointed or re-selected after years 1 and 2).

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) the proposed name from the Trustee Board.

d) The appointed members of a Group Trustee Board are persons appointed by the Group Scout Council at the Group’s AGM. This should follow a selection process initiated and overseen by the Group Trustee Board. Vacancies for the role of Trustee 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).

The proposal from the Trustee Board is received by the Scout Council at their AGM. The proposed name(s) from the Trustee Board do not require seconding by a member of the Scout Council. The action of the Scout Council is to approve (or not) the proposed name(s) from the Trustee Board.

e) The co-opted members of a Group Trustee Board are persons coopted 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).

f) The District Commissioner, the District Chair and the County Commissioner each have the right of attendance at meetings of each of the Group Trustee Boards in the Districts in the County.

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

5.4.7.11 Term limits for Trustees are specified in POR rule 5.3.1.6.

5.4.7.12 If a Trustee Board Chair or Treasurer resigns, then Rule 16.6.3 of The Scout Association Policy, Organisation and Rules must be followed.

5.5.4.1 Membership of the District Scout Council does not provide any membership status of the Scouts.

5.5.4.2 District Scout Council membership

a) The ex officio members of the District Scout Council are members by virtue of their role in The Scouts:

all adult members with a role in the District - see District roles in the Chapter 16 Roles Table of The Scout Association’s Policy, Organisation and Rules
all Group Scout Leaders and Deputy Group Scout Leaders from the District
all Group Trustee Board Chairs from the District
all Group Trustee Board Treasurers from the District
all Section Leaders, Assistant Section Leaders from the District
all Group Active Support Managers from the District
all Explorers (including Young Leaders) in the District
all members of the Scout Network in the District
all parents and carers of all Explorers (including Young Leaders)
a representative of the District Troop Leadership Forum, selected from amongst the membership of the Forum
the County Commissioner
the County Chair

b) The appointed members of the District Scout Council are other supporters of the District appointed by the District Scout Council on the recommendation of the District Commissioner and the District Trustee Board. The number of appointed members must not exceed the actual number of ex officio members (see also (e) below). A District Scout Council does not need to have any appointed members.

c) The community members of the District Scout Council are representatives of the local community appointed because of their role rather than by name. For example local headteachers, or Parish Council members. They are appointed by the District Scout Council on the recommendation of the District Commissioner and the District Trustee Board. The number of community members must not exceed the number of ex officio District Scout Council members (see also (e) below).

d) Membership of the District Scout Council ends when the:

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

e) The total number of appointed and community members of a District Scout Council must not exceed the number of ex officio members

f) Appointed members of a District Scout Council must each have a fixed period for their appointment of not more than three years. Subsequent reappointments are permitted.

g) Community members of a are appointed to the District Scout Council are initially appointed for a term of one year, though they may be renewed annually at the AGM.

h) District Trustee Board administration (see Rule 5.5.7.9) must ensure that appointed District Scout Council Members are recorded locally in the minutes of the District Scout Council meeting which appoints them (normally the AGM). District Scout Council members, whether ex officio or appointed, must not be recorded as District Scout Council Members on The Scout Association’s membership system.

5.5.5.1 Each District Scout Council must hold an Annual General Meeting (AGM)
within six months of the end of the District’s financial year. Districts should
give 4 weeks notice of the date of the AGM.

5.5.5.2 The AGM must:

a) Undertake governance oversight by

approving the minutes of the previous District AGM
adopting (or re-adopting) the constitution of the charity. See Rule 5.3 of The Scout Association Policy, Organisation and Rules.
noting the dates of charity’s financial year
approving appointed and community members of the District Scout Council
agreeing the maximum total number of members of the District Trustee Board (this is one number representing the total of ex officio, appointed and co-opted members)
agree the quorum for future meetings of the District Scout Council

b) Review the previous year by

receiving from the District Commissioner an overview of the past 12 months of activity in the District
receiving and considering the District Trustees’ Annual Report and the annual statement of accounts approved by the District Trustee Board. Before the AGM, the accounts must have completed their examination by an appropriate auditor, independent examiner, or scrutineer (see 5.7.3). This must include the formal report prepared by the auditor, independent examiner, or scrutineer.

c) Make appointments

appoint a Chair of the District Trustee Board, following recommendations from the selection process initiated by the District Trustee Board. Vacancies for Chair only occur at the end of their period of appointment (for example, a Chair may have been appointed for three years and so does not need to be re-appointed after years 1 and 2).
appoint a Treasurer of the District Trustee Board, following recommendations from the selection process initiated by the District Trustee Board. Vacancies for Treasurer only occur at the end of their period of appointment (for example, a Treasurer may have been appointed for three years and so does not need to be re-appointed after years 1 and 2).
appoint other members of the District Trustee Board, following recommendations from the selection process initiated by the District Trustee Board. 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 after years 1 and 2).
Appoint two representatives of the District Scout Council to represent the District Scout Council at meetings of the County Scout Council.
approve the appointment of any District Presidents or District Vice Presidents, and note current appointees (if any).
appoint (or re-appoint) an auditor, independent examiner or scrutineer as required
nominate representatives of the District Scout Council to represent the District on the County Scout Council.

5.5.5.3 Following each District AGM, the District Trustee Board administration must ensure that:

all appointed Trustees are recorded on the membership system, as required by Rules 16.1.2 and 16.2.2.4 of The Scout Association Policy, Organisation and Rules
the District Trustees’ Annual Report and Accounts, including the formal report prepared by the auditor, independent examiner, or scrutineer are filed as described in Rule 5.7 of The Scout Association Policy, Organisation and Rules

It is good practice for the District Trustee Board to verify the draft Minutes of the AGM at their first meeting following the AGM, even though the minutes cannot be formally approved until the charity’s next AGM.

The District Trustee Board is a team of volunteers who work together, as charity Trustees, to make sure the Scouts is run safely and legally. At the heart of their role is a focus on strategy, performance and assurance.

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

5.5.6.1 Members of the District Trustee Board must act collectively as charity trustees of Scout District, and in the best interests of the charity’s members.

5.5.6.2 Governance roles must be distinct to help manage conflicts of interest. This means that the roles of District Chair and District Treasurer must be kept separate and be done by two different people.

5.5.6.3 The District Trustee Board must act in the charity’s best interests, acting with reasonable care and skill and take steps to be confident that:

a) The charity is:

well managed
carrying out its purposes for the public benefit
complying with the charity’s governing document and the law
managing the charity’s resources responsibly

b) the charity is operating compliant with POR and the local charity regulator, including effective management of each of the Key Policies listed in Chapter 2 of The Scout Association Policy, Organisation and Rules.

c) young people are meaningfully involved in decision making at all levels

d) the District has sufficient resources (funds, people, property and equipment) available to meet the planned work of the District including delivery of the high quality programme and resource requirements of the training programme (see Rule 4.2.2 of The Scout Association Policy, Organisation and Rules)

5.5.6.4 The District Trustee Board members must themselves collectively:

a) develop and maintain a risk register, including putting in place appropriate mitigations

b) ensure that the District’s finances are properly managed, including development and maintenance of appropriate budgets to support the work of the District

c) maintain and manage:

a reserves policy for the charity including a plan for use of reserves outside the ‘minimum’
an investment policy for the charity
a public benefit statement for the charity

d) ensure that people, property and equipment are appropriately insured, and that any property and equipment owned or used by the District is properly protected and maintained

e) ensure the appointment and management and operation of any sub committees, including appointing a Chair to lead the sub committees. This should normally be one of the District’s Trustees.

f) ensure that effective administration is in place to support the work of the District Trustee Board

g) appoint any co-opted members of the District Trustee Board

h) ensure transparency of operation, including:

prepare and approve the Annual Accounts and arrange their examination by an auditor, independent examiner or scrutineer as appropriate and as appointed by the District Scout Council at their AGM
prepare and approve the District Trustees’ Annual Report which must include the Annual Accounts and include the report from the auditor, independent examiner or scrutineer
present the approved Trustees’ Annual Report and Annual Accounts to the District Scout Council for their consideration at the District’s AGM
following the District AGM, ensure that a copy of the District Trustees’ Annual Report and Accounts is sent to the County Trustee Board administration (see Rule 5.5.7.9) and, if the District is a registered charity, is filed with the appropriate charity regulator (if the regulator’s rules require it).

i) take responsibility for the District’s adherence to Data Protection Legislation recognising that, dependent on circumstances, it will at different times act as a Data Controller and as a Data Processor individually and collectively maintain confidentiality regarding appropriate District Trustee Board business

j) individually and collectively maintain confidentiality regarding appropriate District Trustee Board business

k) put in place annually an open and transparent selection process to recommend to the District Scout Council appropriate persons to be appointed members of the District 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).

l) where staff are employed:

act as a responsible employer in accordance with the Scouts’ values and relevant legislation
ensure that effective line management is in place for each employed staff member and that these are clearly established and communicated
ensure that appropriate specific personnel insurance is in place

5.5.6.5 A District Trustee Board may create sub committees it deems necessary to support its governance function. The District Trustee Board must ensure that for any sub committee it appoints:

its purpose is governance focused and not operational
its members are agreed and approved by the District Trustee Board
the District Trustee Board Chair is an ex officio member
the District Commissioner is an ex officio member

Sub committee members are not District Trustees unless they are already members of the District Trustee Board.

All sub committee members must be recorded on the membership system.

5.5.6.6 To support effective governance and share good practice, the District Chair and Treasurer should create a support network amongst the Group Chairs and Group Treasurers of the District.

5.5.7.1 Subject to the conflict of interest rules (see Chapter 16 and the definition of ‘conflict of interest in the Definitions Chapter of The Scout Association Policy, Organisation and Rules), a Trustee may be a member of more than one Trustee Board.

5.5.7.2 A District Trustee Board should comprise a maximum of 12 Trustees (the total of all ex officio, appointed and co-opted Trustee categories), with a minimum of five Trustees. The maximum number of Trustees should be agreed by the District Scout Council at its AGM.

5.5.7.3 Each ex officio, appointed and co-opted member of the District Trustee Board is a charity Trustee of the District as appropriate.

People invited to attend meetings of the District Trustee Board, or with right of attendance, may be present at the meeting but are not charity Trustees and have no voting rights.

5.5.7.4 Certain people are disqualified from being charity trustees by virtue of the Charities Acts.

5.5.7.5 Some Districts may also need to register as a charity (see Rule 13.1.2 of The Scout Association Policy, Organisation and Rules). SV

If registered, the District registration number must be recorded on the membership system

Districts must not use any other charity number than their own.

5.5.7.6 All Trustees must complete learning as specified in Rule 16.2.1, 16.2.3, 16.2.4 and the Chapter 16 Roles Table of The Scout Association Policy, Organisation and Rules.

5.5.7.7 A District Trustee Board and any sub committees should have at least two Trustees aged between their 18th and 25th birthdays.

5.5.7.8 Each District Trustee Board requires effective administration. The administration may be provided by one or more persons as appropriate to the District.

5.5.7.9 The selection processes leading to appointment of District Trustees must include a rigorous and transparent selection process, which includes advertising vacancies widely.

5.5.7.10 The members of the District Trustee Board are:

The District Commissioner and the District Youth Commissioner are ex officio members of a District Trustee Board SV. There is only one ex officio Trustee role for a District Commissioner, so where there are joint role holders for District Commissioner, the role holders must decide, in discussion the District Chair, which of them will be the ex officio Trustee. However, each District Commissioner role holder must be eligible to be a Trustee (as specified in Chapter 16 of The Scout Association Policy, Organisation and Rules). There is only one ex officio Trustee role for a District Youth Commissioner, so where there are joint role holders for District Youth Commissioner, the role holders must decide, in discussion the District Commissioner and the District Chair, which of them will be the ex officio Trustee. However, each District Youth Commissioner role holder must be eligible to be a Trustee (as specified in Chapter 16 of The Scout Association Policy, Organisation and Rules).
The District Trustee Board must initiate a selection process to propose a District Chair to the District Scout Council for appointment at their AGM. The vacancies for the role of Chair 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 reappointed after years 1 and 2). 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) the proposed name from the Trustee Board.
The District Trustee Board must initiate a selection process to propose a District Treasurer to the District Scout Council for appointment at their AGM. The vacancies for the role of Treasurer only occur at the end of their period of appointment (for example, a District Treasurer may have been appointed for three years and so does not need to be re-appointed after years 1 and 2). 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) the proposed name from the Trustee Board.
The appointed members of a District Trustee Board are persons appointed by the District Scout Council at the District’s AGM. This should follow a selection process initiated and overseen by the District Trustee Board. The vacancies for the role of Trustee only occur at the end of their period of appointment (for example, a District Trustee may have been appointed for three years and so does not need to be re-appointed after years 1 and 2). 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) the proposed name from the Trustee Board.
The co-opted members of a District Trustee Board are persons coopted annually by the District Trustee Board. They are not appointed by the District Scout Council at its AGM. The number of co-opted members must not exceed the actual number of appointed Trustees (excluding Chair and Treasurer).
The County Chair and the County Commissioner each have the right of attendance at meetings of each of the District Trustee Boards in the Districts in the County.

5.5.7.11 Term limits for Trustees are defined in POR rule 5.3.1.6.

5.5.7.12 If a District Trustee Board Chair or Treasurer resigns, then Rule 16.6.3 of The Scout Association Policy, Organisation and Rules must be followed.

5.6.4.1 Membership of the County Scout Council does not provide any membership status of the Scouts.

5.6.4.2 County Scout Council membership

a) The ex officio members of the County Scout Council are people who are members by virtue of their role in the Scouts:

all adult members with a role in the County– see County roles in the Chapter 16 Roles Table of The Scout Association Policy, Organisation and Rules
all District Commissioner from the County
all District Youth Commissioner from the County
all District Trustee Board Chairs from the County
all District Trustee Board Treasurer from the County
all District Active Support Managers from the County
one or two representatives from each District Scout Council, selected by the District Scout Council at their AGM
a representative of the County Troop Leadership Forum, selected from amongst the membership of the Forum
a representative of the County Explorer Forum, selected from amongst the membership of the Forum
a representative of the Scout Network, selected from amongst the membership of the Scout Networks in the County
the Regional Commissioner (in England and Wales) or the Nation Chief Commissioner (in Northern Ireland, Scotland, Wales and Overseas)

b) The appointed members of the County Scout Council are other supporters of the County appointed by the County Scout Council on the recommendation of the County Commissioner and the County Trustee Board. The number of appointed members must not exceed the actual number of ex officio members (see also (e) below). A County Scout Council does not need to have any appointed members.

c) The community members of the County Scout Council are representatives of the local community appointed because of their role rather than by name. For example, Girlguiding, religious bodies, schools or Education Authorities, Parish or Local Authorities, and other youth organisations. They are not required to be members of the Scouts.. They are appointed by the County Scout Council on the recommendation of the County Commissioner and the County Trustee Board. The number of community members must not exceed the number of ex officio County Scout Council members (see also (e) below).

d) Membership of the Scout Council ends when the:

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

e) The total number of appointed and community members of a County Scout Council must not exceed the number of ex officio members.

f) Appointed members of a County Scout Council must each have a fixed period for their appointment of not more than three years. Subsequent reappointments are permitted.

g) Community members of a County Scout Council are initially appointed for a term of one year, though they may be renewed annually at the AGM.

h) Trustee Board administration (see Rule 5.6.7.9) must ensure that appointed County Scout Council Members are recorded locally in the minutes of the County Scout Council meeting which appoints them (normally the AGM). County Scout Council members (whether ex officio or appointed) must not be recorded as County Scout Council Members on The Scout Association’s membership system.

5.6.5.1 Each County Scout Council must hold an Annual General Meeting (AGM) within six months of the end of the County’s financial year. Counties should give 4 weeks’ notice of the date of the AGM.

5.6.5.2 The AGM must:

a) Undertake governance oversight by

approving the minutes of the previous County AGM
adopting (or re-adopting) the constitution of the charity. See Rule 5.3.
noting the dates of charity’s financial year
approving appointed and community members of the County Scout Council
agreeing the maximum total number of members of the County Trustee Board (this is one number representing the total of ex officio, appointed and co-opted members)
agreeing the quorum for future meetings of the County Scout Council

b) Review the previous year by

receiving from the County Commissioner an overview of the past 12 months of activity in the County
receiving and considering the County Trustees’ Annual Report and the annual statement of accounts approved by the County Trustee Board.
Before the AGM, the accounts must have completed their examination by an appropriate auditor, independent examiner, or scrutineer (see 5.7.3). This must include the formal report prepared by the auditor, independent examiner, or scrutineer

c) Make appointments

appoint a Chair of the County Trustee Board, following recommendations from the selection process initiated by the County Trustee Board. Vacancies for Chair only occur at the end of their period of appointment (for example, a Chair may have been appointed for three years so does not need to be re-appointed at the end of years 1 and 2).
appoint a Treasurer of the County Trustee Board, following recommendations from the selection process initiated by the County Trustee Board. Vacancies for Treasurer only occur at the end of their period of appointment (for example, a Treasurer may have been appointed for three years so does not need to be reappointed at the end of years 1 and 2).
appoint other members of the County Trustee Board, following recommendations from the selection process initiated by the County Trustee Board. 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 so does not need to be re-appointed at the end of years 1 and 2).
approve the appointment of any County Presidents or County Vice Presidents, and note current appointees (if any)
appoint (or re-appoint) an auditor, independent examiner or scrutineer as required
elect representatives of the County Scout Council following Rule 6.5 to be nominated members of the Council of The Scout Association.
elect representatives of the County Scout Council as per Rule 6.5 to be nominated youth members (18-24) on the Council of The Scout Association

5.6.5.3 Following each AGM, the County Trustee Board administration (see 5.6.7.9) must ensure that:

a) all appointed Trustees are recorded on the membership system, as required in Rules 16.1.2 and 16.2.2 of The Scout Association Policy, Organisation and Rules

b) the County Trustees’ Annual Report and Accounts, including the formal report prepared by the auditor, independent examiner, or scrutineer are filed as described in Rule 5.7 of The Scout Association Policy, Organisation

5.6.5.4 It is good practice for the new County Trustee Board to verify the draft Minutes of the AGM at their first meeting following the AGM, even though the minutes cannot be formally approved until the charity’s next AGM.

The County Trustee Board is a team of volunteers who work together, as charity Trustees, to make sure the Scouts is run safely and legally. At the heart of their role is a focus on strategy, performance and assurance.

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

5.6.6.1 Members of the County Trustee Board must act collectively as charity trustees of their charity, and in the best interests of the charity’s members.

5.6.6.2 Governance roles must be distinct to help manage conflicts of interest. This means that the roles of County Chair and County Treasurer must be kept separate and be done by two different people.

5.6.6.3 The County Trustee Board must act in the charity’s best interests, acting with reasonable care and skill and take steps to be confident that:

a) The charity is:

well managed
carrying out its purposes for the public benefit
complying with the charity’s governing document and the law
managing the charity’s resources responsibly

b) the charity is operating compliant with POR and the local charity regulator, including effective management of each of the Key Policies listed in Chapter 2 of The Scout Association Policy, Organisation and Rules

c) young people are meaningfully involved in decision making at all levels

d) the County has sufficient resources (funds, people, property and equipment) available to meet the planned work of the County, including delivery of the high quality programme and resource requirements of the training programme (Rule 4.2.2 of The Scout Association Policy, Organisation and Rules)

5.6.6.4 The County Trustee Board members must themselves collectively:

a) develop and maintain a risk register, including putting in place appropriate mitigations

b) ensure that the County’s finances are properly managed, including development and maintenance of appropriate budgets to support the work of the County

c) maintain and manage:

a reserves policy for the charity including a plan for use of reserves outside the ‘minimum’
an investment policy for the charity
a public benefit statement for the charity

d) ensure that people, property and equipment are appropriately insured, and that any property and equipment owned or used by the County is properly protected and maintained

e) ensure the appointment and management and operation of any subcommittees, including appointing a Chair to lead the sub-committee. This should normally be one of the County’s Trustees.

f) ensure that effective administration is in place to support the work of the County Trustee Board

g) appoint any co-opted members of the County Trustee Board

h) ensure transparency of operation, including:

prepare and approve the Annual Accounts and arrange their examination by an auditor, independent examiner or scrutineer (as appropriate) and as appointed by the County Scout Council at their AGM
prepare and approve the County Trustees’ Annual Report (which must include the Annual Accounts and include the report from the auditor, independent examiner or scrutineer)
present the approved County Trustees’ Annual Report and Annual Accounts to the County Scout Council for their consideration at the County’s AGM
following the County AGM, ensure that a copy of the County Trustees’ Annual Report and Accounts is sent to UK Headquarters (email to finance@scouts.org.uk) and, if a registered charity, is filed with the appropriate charity regulator (if the regulator’s rules require it).

i) take responsibility for the County’s adherence to Data Protection Legislation recognising that, dependent on circumstances, it will at different times act as a Data Controller and as a Data Processor

j) individually and collectively maintain confidentiality regarding County Trustee Board business

k) put in place annually an open and transparent selection process to recommend to the County Scout Council appropriate persons to be appointed as members of the County 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 at the end of years 1 and 2).

l) where staff are employed:

act as a responsible employer in accordance with the Scouts’ values and relevant legislation
ensure that effective line management is in place for each employed staff member and that these are clearly established and communicated
ensure that appropriate specific personnel insurance is in place A County Trustee Board may create sub-committees it deems necessary to support its governance function.

5.6.6.5 The County Trustee Board must ensure that for any sub-committee it appoints:

a) its purpose is governance-focused and not operational
b) its members are agreed and approved by the County Trustee Board
c) the County Trustee Board Chair is an ex officio member
d) the County Commissioner is an ex officio member

Sub-committee members are not Trustees of the County unless they are already members of the appointing Trustee Board.

All sub-committee members must be recorded on the membership system.

5.6.6.6 To support effective governance and share good practice, the County Chair and Treasurer should create a support network amongst the District Chairs and Treasurers of the County.

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

5.6.7.2 A County Trustee Board should comprise a maximum of 12 Trustees (the total of all ex officio, appointed and co-opted Trustee categories), with a minimum of five Trustees. The maximum number of Trustees should be agreed by the County Scout Council at its AGM.

5.6.7.3 Each ex officio, appointed and co-opted member of the County Trustee Board is a charity Trustee of the County .

People invited to attend, or with right of attendance, may be present at the meeting but are not charity Trustees and have no voting rights.

5.6.7.4 Certain people are disqualified from being charity trustees by virtue of the Charities Acts (see Rule 16.1.1.5 of The Scout Association Policy, Organisation and Rules). SV

5.6.7.5 Some Counties may also need to register as a charity (see Rule 13.1.2 of The Scout Association Policy, Organisation and Rules). SV

If registered, the County registration number must be recorded on the membership system.

Counties must not use any other charity number than their own.

5.6.7.6 All Trustees must complete learning as specified in Rule 16.2.1, 16.2.3, 16.2.4 and the Chapter 16 Roles Table of The Scout Association Policy, Organisation and Rules.

5.6.7.7 A County Trustee Board and its sub-committees should have at least two Trustees aged between their 18th and 25th birthdays.

5.6.7.8 Each County Trustee Board requires effective administration. The administration may be provided by one or more persons as appropriate to the County.

5.6.7.9 The selection processes leading to appointment of County Trustees must
include a rigorous and transparent selection process, which includes
advertising vacancies widely

5.6.7.10 Members of the County Trustee Board

The County Commissioner and the County Youth Commissioner are ex officio members of the County Trustee Board. There is only one ex officio Trustee role for a County Commissioner, so where there are joint role holders for County Commissioner, the role holders must decide, in discussion with the County Chair, which of them will be the ex officio Trustee. However, each County Commissioner role holder must be eligible to be a Trustee (as specified in Chapter 16 of The Scout Association Policy, Organisation and Rules). There is only one ex officio Trustee role for a County Youth Commissioner, so where there are joint role holders for County Youth Commissioner, the role holders must decide, in discussion with the County Commissioner and the County Chair, which of them will be the ex officio Trustee. However, each County Youth Commissioner role holder must be eligible to be a Trustee (as specified in Chapter 16 of The Scout Association Policy, Organisation and Rules).

b) The County Trustee Board must initiate a selection process to propose a County Chair to the County Scout Council for appointment at their AGM.

Vacancies for the role of Chair only occur at the end of their period of appointment (for example, a Chair may have been appointed for three years and so does not need to be re-appointed at the end of years 1 and 2).

c) The County Trustee Board must initiate a selection process to propose a County Treasurer to the County Scout Council for appointment at their AGM.

Vacancies for the role of Treasurer only occur at the end of their period of appointment (for example, a Treasurer may have been appointed for three years and so does not need to be re-appointed at the end of years 1 and 2).

d) The appointed members of a County Trustee Board are persons appointed by the County Scout Council at the County’s AGM. This should follow a selection process initiated and overseen by the County Trustee Board.

Vacancies for the role of Trustee 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 reappointed at the end of years 1 and 2).

e) The co-opted members of a County Trustee Board are persons coopted annually by the County Trustee Board. They are not appointed by the County Scout Council at its AGM. The number of co-opted members must not exceed the actual number of appointed Trustees (excluding Chair and Treasurer).

f) These members have the right to attend meetings of the County Trustee Board:

the Regional Commissioner in England and in Wales
the Chief Commissioner of Scotland
The Chief Commissioner of Northern Ireland
the UK Commissioner for International for British Scouting Overseas and for Gibraltar

g) 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

5.6.7.11 Term limits for Trustees are defined in POR rule 5.3.1.6

5.6.7.12 If a County Trustee Board Chair or Treasurer resigns, then Rule 16.6.3 of The Scout Association Policy, Organisation and Rules must be followed.

5.7.2.1 A statement of accounts must be prepared annually and be scrutinised, independently examined or audited as appropriate in accordance with these Rules.

5.7.2.2 The Group Trustee Board must ensure that signed copies of the Trustees’ annual report and accounts are sent to the District Treasurer within the 14 days following the relevant Annual General Meeting at which the annual report and accounts were received and considered.

The District Trustee Board must ensure that signed copies of the Trustees’ annual report and accounts are sent to the County Treasurer within the 14 days following the relevant Annual General Meeting at which the annual report and accounts were received and considered.

For a County, PDF copies of the annual report and accounts must be sent to the Country and UK Headquarters within the 14 days following the County’s Annual General Meeting at which the annual report and accounts were received and considered. When sending to UK Headquarters, email the copy of the annual report and accounts to finance@scouts.org.uk. SV

5.7.2.3 If the Group, District or County is a registered charity a copy of the annual report and accounts must also be sent to the appropriate charity regulator if the regulator’s rules require it, within ten months of the financial year end.

5.7.2.4 The annual statement of accounts must account for all monies received or paid on behalf of the Group, District or County. This will include all sections, committees and Scout Active Support Units.

5.7.2.5 Accounting and Audit Requirements for Group, Districts, Counties/Areas and Scottish Regions, SV

1. If the annual gross income or expenditure is above the limits laid down in the factsheet, the statement of accounts must be in the form of a Statement of Financial Activities (SOFA) with balance sheet.
2. If the annual gross income or total income is less than the limits laid down in the factsheet, an annual receipts and payments account together with a statement of assets and liabilities may be prepared instead.

5.7.2.6 If the Group, District or County is a registered charity, the Trustee Annual Report and Accounts must include its charity number, particulars of any land occupied and assets, which form part of a permanent endowment together with details of any receipts or payments forming part of such an endowment.

A permanent endowment is an asset, for example a property held by the Group, District or County which must not be sold or disposed of.

The particulars of the trustees in whom such assets are vested also must be shown. SV

5.7.2.7 The annual statement of accounts must be in the format of one of four model annual statements available for download from Accounting and Reporting. These models are suitable for:

1. receipts and payments accounts for a single fund unit, such as when there are no special funds whose use is restricted
2. receipts and payments accounts for a multi fund unit, such as when where there are special funds in addition to a general fund
3. accruals (SOFA) accounts for a single fund unit. Guidance and templates available from charitysorp.org
4. accruals (SOFA) accounts for a multi fund unit. Guidance and templates available from charitysorp.org

The appropriate model will depend upon the gross annual income in the financial year and whether the Group, District or County has any special funds whose use is restricted to particular purposes rather than the general purposes of the Group, District or County.

5.7.6.1 Disposal of Group, District or County assets at amalgamation

If two or more Groups, Districts or Counties amalgamate, the retiring Treasurers must prepare a statement of account at the date of the amalgamation.
The statement, together with all Group, District or County assets, supported by all books of account and vouchers, must be handed to the Treasurer of the Group, District or County formed by the amalgamation.
If the receiving Treasurer considers it necessary, after consultation with the Trustee Board, they may ask the Trustee Board to appoint an appropriate person to examine the accounts.

5.7.6.2 Disposal of District or County assets at splitting

This rule does not apply to Scout Groups.
If a District is split into two or more separate Districts, or into parts which will be amalgamated with other Districts, the assets of the District should be divided into proportions approximately represented by the membership numbers of each part after splitting.
If a County is split into two or more separate Counties, or into parts, which will be amalgamated with other Counties, the assets of the County should be divided into proportions approximately represented by the membership numbers of each part after splitting.
These proportions of the District or County assets should then be transferred to the Districts or County, which become responsible for those parts of the old Districts or County.
This should normally be done under the supervision of UK Headquarters.

5.7.6.3 Disposal of assets at closure

If a Group, District or County is closed, the Treasurer must prepare a statement of account at the effective date of closure.
For a Group, the statement, together with all assets, must be handed to the District Treasurer as soon as possible after the closure date and must be supported by all books of accounts and vouchers.
For a District, the statement, together with all assets, must be handed to the County Treasurer as soon as possible after the closure date and must be supported by all books of accounts and vouchers.
For a County, the statement, together with all assets, must be handed to the Country and UK Headquarters as soon as possible after the closure date and must be supported by all books of accounts and vouchers.
The Treasurer must ensure that the statement of account is properly scrutinised, independently examined or audited as appropriate.

5.7.6.4 Assets or liabilities remaining after closure

Any assets or liabilities remaining after the closure of a Group automatically pass to the District Scout Council which may use or dispose of these assets at its absolute discretion.
Any assets or liabilities remaining after the closure of a District will automatically pass to the County Scout Council, which may use or dispose of these assets at its absolute discretion. SV
Any assets or liabilities remaining after the closure of a County automatically pass to the Country Headquarters, which may use or dispose of these assets at its absolute discretion. SV

5.7.6.5 If there is any reasonable prospect of the Group, District or County being revived, the disposal of these assets may be delayed by the respective Trustee Board for such a period as it thinks proper with a view to returning them to the revived Group, District or County.

5.7.6.6. The Trustee Board is responsible for preserving the statements of account and all accounting records of the Group.

5.7.9.1 In order to maintain its work and to generate all that is needed to implement its training programme, the Scout movement has to support itself financially.

Groups, Districts and Counties are expected to generate sufficient funds to carry out their own programme of activities.

5.7.9.2 Fundraising carried out on behalf of the Scouts must be conducted in accordance with the principles embodied in the Scout Promise and Law.

5.7.9.3 Within the provisions of this policy the methods of fundraising may be chosen so long as they are consistent with the Movement's reputation and good standing.

5.7.9.4 Fundraising conducted on behalf of the Scouts may be by any means not forbidden by law, and which is acceptable to the local community, provided that:

the proceeds of the activity go wholly to the work of the Group, District or County or, in the case of joint activities with other organisations, that part of the proceeds allotted to the Group, District or County is wholly applied to the work of the Group
it does not encourage the habit of gambling.

5.7.9.5 Public collections of money are allowed provided that the legislation regarding age, action and location of collectors is complied with.

Collections may take place even though there is no visible reciprocal effort for the donation. Stickers and flags are appropriate. It is considered that value for the donation has already been given to society by the work of the Scout Movement in and for the community.

Where the reason for the fundraising is stated, the proceeds must only be used for that purpose.

5.7.9.6 Joint Fundraising Projects

Joint fundraising projects with other charitable organisations are permitted provided that the part of the proceeds allotted to the other organisation is used wholly for purposes other than those of private gain.
Country Headquarters should be consulted if there is the slightest doubt as to the bona fides of the other organisation in respect of the purposes of the fundraising activity.
When participating in a joint project, terms should be agreed and recorded in a Memorandum of Understanding or non-legal agreement.

5.7.9.7 Fundraising and the Law

All fundraising undertaken on behalf of the Movement must be carried out as prescribed by the law. This includes those regulations governing house to house collections, street collections, lotteries, gaming, children and young persons. Details may be obtained from the Fundraising Support section of the Scouts website.

5.7.9.8 Lotteries and Gaming

If a Group, District or County considers raising funds by means governed by any legislation as detailed at Rule 5.5.9.7, the proposed activity must have the recorded approval of the Trustee Board and Sponsoring Authority, if any, and – for a Group - the District Chair.
Regard must be paid to the views of parents and to local public opinion. Activities affected by this legislation include raffles, whist drives and similar methods of fundraising involving participation on payment of stakes.
The promoter of any fundraising activity governed by legislation should be a member of the appropriate Trustee Board.
Groups, Districts or Counties in the areas adjacent should be informed of the proposed activity. Care must be taken to contain the activity within as close an area to that in which the Group or District or County operates as practical.
Any advertising material used must conform with the requirements of the legislation and must not contain any matter which is not in strict conformity with the standards of the Movement.
If the Group, District or County (as appropriate) is a registered charity, this fact must be stated in any advertising material.

5.7.9.9 Appeals for Funds

a) Groups, Districts and Counties must not issue general appeals for funds.

b) In exceptional circumstances:

Groups must seek approval from the District Trustee Board:
Districts must seek approval from the County Trustee Board (who must consult the Country Headquarters)
Counties must seek approval from UK Headquarters.

c) Any permitted appeal must not exceed the boundaries of the District in which the Group is located, or of the District or County as appropriate.

5.7.9.10 Professional Fundraisers

Groups must not appoint a professional fundraiser without the approval of the District Trustee Board who must ensure that the requirements of the legislation are fully complied with. Districts must not appoint a professional fundraiser without the approval of the County Trustee Board who must ensure that the requirements of the legislation are fully complied with. Counties may appoint a professional fundraiser.
All legislation associated with fundraising must be fully complied with.

Policy, Organisation and Rules

5. Local governance and finance of Groups, Districts, Counties

5.1. Scope SV

5.2. Constitution - governance context SV

5.3. Constitution - requirement SV

5.4. Constitution for a Scout Group

5.4.1. Preamble

5.4.2. Charitable Objects

5.4.3. The Group Scout Council and the Group Trustee Board

5.4.4. The Group Scout Council – membership

5.4.5. Group Scout Council – Annual General Meeting

5.4.6. Group Trustee Board - purpose

5.4.7. Group Trustee Board - membership SV

5.4.8. Group Scout Council - Conduct of meetings

5.4.9. Group Trustee Board - Conduct of meetings

5.5. Constitution for a Scout District

5.5.1. Preamble

5.5.2. Charitable objects

5.5.3. The District Scout Council and the District Trustee Board

5.5.4. The District Scout Council - membership

5.5.5. District Scout Council - Annual General Meeting

5.5.6. District Trustee Board - purpose SV

5.5.7. District Trustee Board - membership SV

5.5.8. District Scout Council - Conduct of meetings

5.5.9. District Trustee Board - Conduct of meetings

5.6. Constitution for a Scout County

5.6.1. Preamble

5.6.2. Charitable objects

5.6.3. The County Scout Council and the County Trustee Board

5.6.4. The County Scout Council - membership

5.6.5. County Scout Council - Annual General Meeting

5.6.6. County Trustee Board - purpose SV

5.6.7. County Trustee Board - membership SV

5.6.8. County Scout Council - Conduct of meetings

5.6.9. County Trustee Board - Conduct of meetings

5.7. Finance and commercial matters

5.7.1. Finance in Groups, Districts, Counties SV

5.7.2. Statement of accounts SV

5.7.3. Independent examination of accounts SV

5.7.4. Funds administered by sections, and other teams or sub-teams in the Group, District or County

5.7.5. Bank accounts SV

5.7.6. Disposal of assets

5.7.7. Preservation of books of account

5.7.8. Payment of the membership subscription

5.7.9. Fundraising

5.7.10. Grant Aid Loans

Chapters: