AGM 2026 | Staple Hill & District Royal British Legion

Branch AGM 2026

The Staple Hill and District Branch of the Royal British Legion is looking ahead to our Annual General Meeting (AGM), and we would like to invite members to come along, hear about what we have been doing over the past year, and find out more about our plans for the future.

Our committee plays an important role in helping the Branch continue its work in supporting veterans, their families and the wider Armed Forces community, as well as organising local events and commemorations. But we are always keen to welcome new people and new ideas.

Why join the committee?

You don't need to be an expert, and you don't need to have years of experience. What matters most is a willingness to get involved and help make a difference.

By joining the committee, you can:

Make a difference locally by helping support veterans and their families.
Help shape the future of the Branch and contribute your own ideas.
Meet new people and become more involved in your local community.
Help organise events and activities, from commemorations to social occasions.
Put your skills to good use – whether that's administration, fundraising, communications, event planning, or simply being someone who is willing to lend a hand.
Learn something new while working alongside a friendly and committed team.

You don't have to do everything. Every committee member brings something different, and even a small amount of time or a particular skill can make a real contribution.

Come along to the AGM

Whether you are already an active member or have been thinking about getting more involved, the AGM is a great opportunity to find out what the Branch does and how you could play a part in it.

If you've ever thought, "I'd like to help, but I'm not sure what I could do", why not come along and have a chat with us?

We would be delighted to hear from you and welcome new members to the committee as we look to build on the Branch's work and ensure the Staple Hill and District RBL continues to have a strong future.

Friday 07 October 2026 at Page Community Association

We look forward to seeing you there.

Positions up for Election/Nomination

Read more about the positions that you can apply for below.

Branch President

The Branch President is an optional non-elected role, usually occupied by someone of important standing in the community. The President is appointed by the Branch Committee for a tenure of up to three years, which can be repeated. They may advise the Committee but do not have a vote. Their role is only representative and advisory. While an individual who is approached to act as branch president is not required to be a member of the RBL, they should become a member on appointment. Terms of Reference The President may attend and speak at the meetings of the Branch committee but must not propose, second or vote. 1. Has both a representational and encouraging role and be able to counsel the Chair and Officers as and when necessary, in the execution of their duties. 2. When offering advice/feedback to the Branch committee, the President should be clear, constructive, and encouraging. 3. Attend meetings and assist the Branch committee at branch events as required. 4. Represent the RBL in the local community and as such must be conversant with the services the organisation offers. 5. Preside at the opening of the branch AGM and give the presidential address. 6. Present branch awards. 7. Develop a good working relationship with the county president. 8. The President cannot attend county conference as a delegate. 9. If required by the branch committee, discuss suitable successors for the role of Branch President with them and having arrived at a consensus, negotiate discreetly and confidentially with the chosen person, to establish a willingness to serve and accept the role and the duties it involves.

Branch Chair

To be eligible for the role of Branch Chair an individual must be aged 18 or above, be a member or Life Member of the branch. They must be able to confirm that all of the statements in the safeguarding self-declaration are true and declare if any statement is not true. The Branch Chair is the most senior elected officer on the branch committee. They are expected to show strong leadership, management, and diplomacy skills to ensure that a close bond and good relationship is maintained between the branch committee, the branch members, and the county. Terms of References 1. The Branch Chair is accountable for all branch activities and must delegate activities in a manner that will ensure duties are performed effectively and in accordance with RBL policies and procedures. 2. As the senior Branch Officer, the Chair should have good basic I.T. skills and be able to access the MAP on Microsoft Office 365 (O365), use email and be familiar with social media platforms that the branch and county use. To comply with GDPR the role holder must be comfortable with using the rbl.community email address allocated to them. Use of the rbl.community account is compulsory for RBL business. 3. Chair and manage meetings effectively ensuring that they are planned accordingly with an agenda and run to time, avoiding the imposition of personal ideas on the meeting but encouraging participation from members. 4. The Chair should be an effective leader, able to drive and implement decisions taken by the committee, assist in the resolution of issues between members and direct activities to support the aims of the RBL. 5. The Chair is usually elected for a three-year term and their tenure can be repeated. Should the Chair step down for any reason and there is no Vice Chair, a suitable candidate from the branch can be co-opted to become the Chair until the next Annual General Meeting, when a fresh election for the role is held. 6. The Chair is accountable to the Membership Council and ultimately the Board of Trustees, through the county committee for the smooth daily running of the branch. However, they must be prepared to represent the views and concerns of the branch through the county chair and committee. To this end, chair must have extensive knowledge of all issues affecting the branch. 7. The Chair must be conversant and compliant with the current Royal Charter, the Membership Handbook, policies, and procedures, which are all located in the resource area on Microsoft Office 365 (O365) and must be prepared to advise the Branch committee accordingly. 8. The Chair must ensure that proper handovers take place between newly elected Branch Officers, elected committee Members, and their predecessors. This includes access to Microsoft Office 365 (O365) (through the MEO) and that all minute books, correspondence, RBL publications, branch papers and keys are handed over. 9. The Chair must ensure the Treasurer has a correct audit/examination undertaken, that it is agreed by both the outgoing and incoming Officers and that both are satisfied with the security of cash and cheque books. In addition, and along with the Treasurer, the Chair must reconcile the branch accounts with the branch bank statement at least quarterly. This action must be noted in the minutes at the earliest opportunity. 10. The Chair must set an example as an active member of the RBL and be available for advising both the committee and branch members when necessary. 11. The Chair is expected to undertake any mandatory training including Data Protection and Cyber Security.. 12. The Chair must ensure that sub-committees, individual Officers, and members for specialist functions are appointed where necessary. Those individuals concerned must be made aware of the policies and procedure linked to the role such as data protection and safeguarding adults and children. 13. The Chair must ensure that all Branch committee members and branch members are aware of and adhere to the RBL vision, values, and code of behaviour for working together. 14. The Chair has a responsibility to ensure that any training/development need or organisational training requirement is discussed with the county training officer and that individuals are able to access the required training. In the absence of a county training officer, the MEO is to be consulted. 15. The Chair is responsible for ensuring that all new branch members are welcomed and receive an induction to the RBL and maintain regular communications with their branch membership. 16. The Chair has a responsibility to maintain a good working relationship with the MEO and should always seek their advice when necessary. 17. During ceremonial events, it is the responsibility of the branch chair to ensure that standard bearers are equipped and dressed correctly as per the guidance laid out in the Ceremonial Handbook

Vice-Chair

To be eligible for the role of Branch Vice-Chair an individual must be aged 18 or above and be a member or Life Member of the branch. They must be able to confirm that all of the statements in the safeguarding self-declaration are true and declare if any statement is not true. Although an optional role, the Branch Vice-Chair can be key in supporting the Branch Committee. They work closely with the Branch Chair to help manage branch affairs and provide leadership where required. The Vice-Chair should be prepared to deputise for the Chair in their absence and take on specific duties as delegated by the Chair. This role requires strong organisational, diplomatic, and leadership skills, along with a good understanding of branch operations and RBL procedures. Terms of Reference 1. The Branch Vice-Chair must support the Branch Chair in the effective management and leadership of the branch, stepping in to lead when the Chair is unavailable. 2. Must possess good basic I.T. skills and be able to access the MAP on Microsoft Office 365 (O365), use their assigned RBL.Community email address, and be familiar with social media platforms used by the branch and County. 3. Should be familiar with the responsibilities of the Chair and be ready to assume the Chair’s duties temporarily in their absence, including chairing branch meetings and representing the branch as necessary. 4. Must undertake specific tasks as delegated by the Branch Chair, such as leading on the organisation of branch events, chairing sub-Committees, or supporting community outreach initiatives. 5. Must be conversant and compliant with the current Royal Charter, the Membership Handbook, and all relevant policies and procedures located in the resource area on Microsoft Office 365 (O365). 6. Should work with the Branch Chair to ensure that branch activities are aligned with RBL objectives, values, and code of behaviour for working together. 7. Must help promote cohesion and teamwork within the Branch Committee and encourage active participation by members in branch activities. 8. The Vice-Chair is expected to support the Chair in ensuring proper handovers between outgoing and incoming Committee members, including access to relevant systems and documentation. 9. Should liaise with the MEO where appropriate and support the Branch Chair in maintaining an effective relationship with the County Committee and RBL staff. 10. Should be prepared to support the induction of new branch members and help maintain clear and regular communication with the wider branch membership. 11. During ceremonial events, the Vice-Chair should be prepared to assist in ensuring that standard bearers are equipped and presented in accordance with guidance set out in the Ceremonial Handbook, particularly in the Chair’s absence.

Treasurer

The role of a Branch Treasurer is to administer the financial management of the branch, ensuring that the Chair and committee are always aware of the financial state of the branch. The Branch Treasurer is a post held by an appointed member of the Branch committee. They are responsible for running income and expenditure accounts. At branch level, the use of the RBL On-line Membership Accounting System (LOMAS) or other approved Excel accounting template is optional but recommended. There is also LOMAS training available for Branch Treasurers. Branch Treasurers look after all financial matters and must submit audited annual accounts by 30th September following the end of the field financial year on 30th June. Terms of Reference The Branch Treasurer must be conversant with the relevant provisions pertaining to all financial matters as prescribed in the Royal Charter, the Membership Handbook and other relevant policies and procedures, and must be prepared to advise the Branch committee, accordingly, seeking advice from the county treasurer, as required. 1. The Branch Treasurer must always bring to the attention of the Chair and committee the financial implications of any decision they are considering. 2. The Branch Treasurer must report the branch income, expenditure, and cash balances to the Branch committee at least quarterly. The report must be accompanied by a quarterly bank reconciliation, which reconciles the cash book balance with the amount on the bank statement. They should present the accounts in a clear and intelligible way at meetings including at the AGM, bearing in mind that many members may not be familiar with accounting procedures and should answer any questions in an open manner and in a way that will be understood by a lay person. 3. Undertake or attend the RBL Branch Treasurers’ training and/or LOMAS training within timescales stated in the training guidance, and any refresher training in accordance with RBL policy. 4. Be responsible to the Branch Chair and committee for all the financial affairs of the branch, including the annual accounts and the branch bank account. 5. Control all monetary transactions, ensuring that they meet with guidelines contained within the ‘Use of Funds Policy’ and record these in the branch receipt and payment ledger. All receipts and supporting documents are to be held by the Treasurer on behalf of the Branch committee. See below for further advice on storing information. 6. The Branch Treasurer is also responsible for maintaining records of branch transactions, either electronically (in Excel or LOMAS) or hard copy (in a ledger book or similar). These transactions should be summarised by income and expenditure type in order to produce a quarterly report for the Branch committee. The report should explain any large or unusual transactions or instances where income or expenditure differ significantly from what was planned. The report must be accompanied by a quarterly bank reconciliation, which reconciles the cash book balance with the amount on the bank statement. 7. When keeping records electronically, Branch Treasurers are advised to keep regular backups, using the Microsoft Office 365 (O365) auto-save function, to ensure that records are not lost. In addition, the Branch Treasurer is responsible for safeguarding the branch cheque book, paying-in book and bank statements, as per the Membership Handbook. 8. The Treasurer is to ensure that the branch accounts are examined/audited within the required time scale and are required to submit the branch account return with supporting documentation to the MEO. Branch treasurers should always refer to the ‘Guide to Completing the Year End Branch Return’ issued annually by the Finance Department before completing their return. They should contact their MEO if they have any queries. 9. The Treasurer is to ensure that all cheques for payment are made out correctly and clearly show the registered Charity number and branch title. All cheques must be signed by at least two of the authorised signatories, one of whom is to be the Treasurer, that they are clearly endorsed ‘A/C Payee only’. No signatory is to sign a blank cheque. Authorised signatories should not be family members or cohabitees. 10. The Treasurer can request the Branch committee to authorise the limit the Treasurer may expend on a single item without prior reference to the committee. This authority should be reviewed annually. The request and action taken must appear in the minutes of the meeting at each review. 11. The Treasurer is to ensure that all expenditure, other than petty cash, is by cheque. However, if the RBL’s Finance Department has approved electronic banking by Lloyds bank appropriate procedures are to be observed. 12. The Treasurer is to report the details of all proposed expenditure to the Branch committee at their regular meetings for their approval. All such reports are to be shown in the minutes of the meeting. 13. The use of petty cash must be Authorised by the Branch committee and operated as an impress system. The petty cash book is to be checked monthly by the Treasurer and at least one other Branch Officer and must be countersigned by these individuals as being correct. The petty cash limit should be no more than £50. 14. Should include knowledge of the MAP and Microsoft 365 for storing financial documentation including accounts and sending emails. 15. The Branch Treasurer should be conversant with the MAP and Microsoft 365 (including membership listings)

Secretary

The Branch Secretary, assisted by access to Microsoft Office 365 (O365) and the MAP, acts as a focal point for branch administration, including the distribution of correspondence (ideally electronically), agendas and meeting minutes. They also safeguard vital branch documents such as legal deeds. In the absence of a Branch Membership Secretary, The Branch Secretary should additionally carry out the duties pertaining to this role as outlined in the relevant Terms of Reference. If the Branch Secretary is carrying out both roles, their responsibility also includes being the first point of contact for any data protection queries before escalation to the MEO. Terms of References 1. The branch Secretary is responsible to the branch chair and committee for the efficient management of the branch administration. 2. Organise and set up branch General and committee meetings to take place on a regular basis. 3. Regularly liaise with the county committee to provide updates on information such as replacement officers. 4. Act as point of contact for receipt of correspondence issued by the county committee, staff, the Membership Council and Board of Trustees, and to ensure all correspondence received is communicated to the branch committee for appropriate action without delay. 5. Handle all vital documents pertaining to the branch and, in the absence of a Membership Secretary, control all aspects of Membership. 6. Liaise with the branch chair in the preparation of the agendas for all branch meetings, ensuring that all the branch committee members are provided with the relevant details within a reasonable timescale in advance of these meetings. 7. Attend and record minutes of all General and committee Meetings and safeguard all papers and documents under lock and key. 8. Use Microsoft Office 365 (O365) to access all published handbooks, publications and guides for reference. 9. Ensure all returns are fully completed, signed, dated and submitted within the determined timescale. 10. Attend training as directed by the branch chair and/or RBL policies and Procedures. 11. The Secretary is expected to undertake any mandatory training including Data Protection and Cyber Security

Membership Secretary

The Branch Membership Secretary is a post held by an appointed member of the Branch committee. The Branch Membership Secretary is accountable to the Branch Chair and committee for the daily administration of the branch membership. This role may be combined as a complementary role with for example, Branch Secretary or Branch Treasurer. Terms of Reference Encourage all potential new members to join electronically or by telephone. However, as a last resort, paper application forms can be completed. Once checked, the completed form is to be kept securely under cover, so it cannot be seen by others, all monies are to be passed to the Branch Treasurer and the form and branch cheque are to be posted, by recorded delivery, to the RBL Membership Payments and Application Team in Northampton. 1. Where an annual branch subscription fee is agreed ensure that the Branch Rates Letter is completed and returned in accordance with RBL procedures. 2. Ensure that when handling, processing, or storing personal information GDPR requirements are strictly adhered to. This is achieved by following the RBL’s Data Protection policy and procedures as laid down in Membership Handbook, para 7b. This information must be given to those branch members involved in recruiting. 3. Attend training as directed by the Branch Chair and/or stated in RBL policies and procedures. 4. Should possess good basic I.T. skills and be able to access the MAP and Microsoft 365 and use email. 5. The Membership Secretary is expected to undertake any mandatory training including Data Protection and Cyber Security.

Recruitment Advisor

The Branch Recruiting Advisor plays a key role in both branch and county recruitment. At branch level, they actively seek opportunities to promote the Royal British Legion and recruit new members. At county level, they provide support to the county recruiting officer at county events and work with other branches that may be experiencing difficulty with recruitment and could be under a threat of closure. This role is ideally suited to branch members with a background in sales, marketing and/or recruitment who enjoy meeting new people. Terms of Reference 1. Branch Recruiting Advisors must be aware of and actively promote the RBL’s vision, values and code of behaviour for working together. 2. Must attend a Recruiting Advisor course to provide them with the skills and knowledge for their role. 3. Must possess good basic I.T. skills and be able to assist potential members to join the RBL online. 4. Must be conversant and compliant with the current Royal Charter, the Membership Handbook and policies and procedures which are all located in the MAP on Microsoft Office 365 (O365). If these systems cannot be accessed, electronic copies of the relevant documents can be obtained from the Branch Secretary or MEO. 5. The Recruiting Advisor is expected to undertake any mandatory training including Data Protection and Cyber Security.

Committee Member

To be elected to the Branch committee, those members standing for election must be aged 18 or above. They must be able to confirm that all of the statements in the safeguarding selfdeclaration are true and declare if any statement is not true. A Branch committee Member occupies a key place in the management of the branch. They must follow in every respect the duties and responsibilities as required by the Board of Trustees and Charity Law. As an elected Member of the Branch committee, they must be ever vigilant that they serve the interests of the Charity at all times. Terms of Reference 1. The branch committee member should have good basic I.T. skills and be able to access the MAP on Microsoft Office 365 (O365), use email and be familiar with social media platforms that the branch and county use. To comply with GDPR the role holder must be comfortable with using the rbl.community email address allocated to them. Use of the rbl.community account is compulsory for RBL business. 2. Must be conversant and compliant with the current Royal Charter, the Membership Handbook and policies and procedures, which are all located in the MAP on Microsoft Office 365 (O365). 3. Aid the branch committee, county committee, Membership Council and Board of Trustees to carry out the work of the RBL and in particular actively promote the aims and objects at local level. 4. Must adhere to and actively promote the RBL vision, values, and code of behaviour for working together. 5. Attend branch committee meetings, general meetings and the branch AGM. 6. Attend any training required as directed by the branch chair or identified through organisational need in accordance with RBL policy. 7. Assist with the Poppy Appeal and other benevolent fundraising activities within the branch. 8. Provide the county committee, the Membership Council or the Board of Trustees with any information they may require in the interests of the RBL. 9. Assist the branch chair in appointing any necessary sub-committees. 10. Assist with the formation, and implementation of the three-year branch plan and associated fiscal arrangements.

Branch Parade Marshal

A qualified Branch Parade Marshal should be actively involved in the planning and organisation of all branch ceremonial events. They are to be fully conversant with the RBL’s Ceremonial Handbook, bearing in mind that when appearing before the public that the prestige of the RBL is in their keeping. Those involved in all ceremonial procedures must always strive to ensure continuity and uniformity in that their dress, turnout and bearing are of the highest order. A qualified Branch Parade Marshal is subject to the RBL’s screening programme detailed within the RBL’s Safeguarding Policy. All screening and mandatory online training must be completed prior to commencing duties. Terms of Reference 1. A Branch Parade Marshal must be aware of and actively promote the RBL vision, values and code of behaviour for working together. 2. Must have attended and passed the Parade Marshal course and where appropriate subsequent requalification courses every three years. 3. To be fully acquainted with the Ceremonial Handbook, and to give appropriate guidance on ceremonial matters to the Branch committee. 4. To assist the county parade marshal at ceremonial events or training when requested. 5. To assist the National Parade Marshal when requested. 6. To liaise with the county ceremonial and parade marshals in neighbouring counties in neighbouring counties and to share best practice. 7. The Parade Marshal is expected to undertake any mandatory training including Data Protection and Cyber Security. 8. The Parade Marshal must undertake mandatory safeguarding training, sign the safeguarding self-declaration and complete DBS check prior to undertaking any activities in the role

Branch Standard Bearer

The Branch Standard Bearer is specially appointed by the Branch committee. Whilst undertaking Standard Bearer duties and taking part in competitions, the RBL makes every effort to ensure participants' safety. As with any physical activity, all Standard Bearers are required to acknowledge that there may be a risk to one’s health and that a minimum level of fitness is required. Should there be any changes to their physical health which would impact their ability to carry out their role safely, the Standard Bearer should make this known to their Branch Officers and the county Parade Marshal as soon as possible. The Branch Standard Bearer must be fully conversant with the RBL’s Ceremonial Handbook, bearing in mind that when appearing before the public that the prestige of the RBL is in their keeping. Those involved in all ceremonial procedures must always strive to ensure continuity and uniformity in that their dress, turnout, and bearing are of the highest order. Terms of Reference 1. The Branch Standard Bearer must be aware of and actively promote the RBL vision, values and code of behaviour for working together. 2. Must complete MS1B. 3. Must be given authority by the Branch committee to parade the branch Standard. This authority must be recorded in the Branch committee meeting minutes. In cases of emergency or at short notice, the Branch Chair alone may grant permission, but that delegated authority must be reflected in the minutes at the next Branch committee/ General Meeting. 4. Must liaise with the county parade marshal concerning ceremonial duties and obligations. 5. Provide assistance to the county parade marshal as required. 6. The Standard Bearer is expected to undertake any mandatory training including Data Protection and Cyber Security.