Executive TrainingRoss – 2nd November 2011

WelcomeWelcome!!

• Introductions and background • The Key Role of Executive Committees• Effective Executive Committees• Good practice for Meetings and AGMs• How Scouting works around here• Question and Answer session Slides at: http://www.malvernscouts.org.uk/?

q=node/449

or Executive Support / Ross - November 2011 on malvernscouts.org.uk

Programme

• Effective Executive Committees are essential for the successful delivery of Scouting within Groups, Districts and Counties

• Understand the essentials of the role of Charity Trustee

• Our aim is to make you aware of the key issues and better equip you to be able to undertake the roles

• Point you in the direction of where to find further information and support

Purpose of Today

The purpose of Scouting is to contribute to the development of young people in achieving their full physical, intellectual, social and spiritual potentials, as individuals, as responsible citizens and as members of their local, national and international communities.

Purpose of Scouting

• enjoying what they are doing;• learning by doing;• participating in varied and progressive activities;• making choices for themselves;• taking responsibility for their own actions;• working in groups;• taking increasing responsibility for others;• taking part in activities outdoors;• sharing in prayer and worship;• making and living out their Promise.

The Scouting MethodYoung people, in partnership with adults:

Scouting provides

FunChallenge

& Adventure

for young people and Adults

See Module 1 (DVD) for

more inform

ationModul

e 1 –

Scou

ting

Esse

ntial

s

Policy, Organisation and Rules

• Look on Scouts.org.uk or ScoutBase.org.uk for latest version

• Latest version at: http://www.scouts.org.uk/supportresources/71

Scouting is: Fun Challenge Adventure

For Young People & Adults

The Scout Association Improved Focus on Executives includes…• Data on membership database leading to

improved communications • Appointment cards for Executive members

(known by Headquarters and on The Association’s MSS database)

• Executive specific inserts for planned HQ welcome packs on way

• Executive support materials being improved and updated

What is the purpose of

an Executive Committee?

Two Quick Questions for starters…On Post-It notes, write the key words relating to:-• The attributes of an Effective Executive Committee Member • The attributes of an Effective Executive CommitteeWe’ll put them up and compare

Email: executive.committee@scout.org.uk

What is an Executive Committee• POR definition

– Scout Groups Chapter 3 (rules 3.22 – 3.24)

– Scout Districts Chapter 4 (rules 4.22 – 4.26)

– Scout Counties Chapter 5 (rule 5.14 – 5.17)

Rule 3.22 Management of the Scout Group

a.Every Scout Group is an autonomous organisation holding its property and equipment and admitting young people to membership of the Scout Group subject to the policy and rules of The Scout Association.

b.A Scout Group is led by a Group Scout Leader and managed by a Group Executive Committee. They are accountable to the Group Scout Council for the satisfactory running of the Group.

c.The Group Scout Leader is assisted and supported by the Group Scouters in the delivery of the Balanced Programme for young people within the Group.

What is an Executive Committee• What it does…

Group• Maintenance of Property and Equipment• Raising Funds and Finance Admin• Insurance, property, safety, etc.• Public Occasions• Assisting GSL in Adult Recruitment• Assisting GSL in other Adult Support• Group Administration• Anything else that helps the Group Function

What it does…District• Promotion and Development of Scouting• Co-operative working with other organisations• Maintenance of Property and Equipment • Raising Funds and Finance Admin (inc Explorer

Scouts, District Network & campsites)• District Appointments Advisory Committee• Supervising the administration of Groups• District Administration• Anything else that helps the District Function

What it does…County• Promotion and Development of Scouting• Co-operative working with other

organisations• Maintenance of Property and Equipment • Raising Funds and Finance Admin (inc

Network & campsites)• County Appointments Advisory Committee• Supervising the administration of Districts• County Administration• Anything else that helps the County Function

What is an Executive Committee?Governance & Trusteeship• Scouting operates as a Charitable Concern• Required to meet Governance standards as laid out

by The Charity Commission• Scouting Executive Committees are Charity

Governing Boards under Charity Commission RulesNote: Applies whether individually registered as a

Charity or operating under the Exempt Charity rules

Group Executive Committee

Group Executive Committee Structure

Nominated Members

Up to the number elected. Nominated by GSL at the AGM.

Ex Officio MembersGroup Chairman, GSL, AGSL, Secretary Treasurer, Section Leaders*

Elected Members

Between 4 and 6 members elected

by the Group Scout Council at the AGM.

Co-opted Members

Annually co-opted by the Executive. Cannot exceed the number of

elected members.

Right of Attendance

District Commissioner

and District Chairman.

* As from the 2011 Group AGM, Section Leaders are only membersof the Group Executive if they choose to opt-in (2011 POR change).

District Executive Committee

District Executive Committee Structure

Nominated Members

Up to the number elected. Nominated by DC at the AGM.

Ex Officio MembersChairman, District Commissioner, Secretary Treasurer,

District Scout Network Leader, District Explorer Scout Commissioner

Elected Members

members elected by the District Scout Council at the AGM.

Co-opted Members

Annually co-opted by the Executive. Cannot exceed the number of

elected members.

Right of Attendance

County Commissioner

and County Chairman.

County Executive Committee

County Executive Committee Structure

Nominated Members

Up to the number elected. Nominated by CC at the AGM.

Ex Officio MembersChairman, County Commissioner, Secretary Treasurer,

County Scout Network Leader

Elected Members

members elected by the District Scout Council at the AGM.

Co-opted Members

Annually co-opted by the Executive. Cannot exceed the number of

elected members.

Right of Attendance

Regional Commissioner.

Obligations and ResponsibilitiesUnder the Trustee Act 2000, Charity Trustees (Executive Members) have the following obligations:• Powers of investment• Powers of delegation• Powers of appointment• To ensure the appropriate safeguards for

the operation of the above powers, including a duty to take proper advice in relation to investments and statutory duty of care

Obligations and ResponsibilitiesResponsibilities of Trustees (Executive members) : • Accept Responsibility for the

operation of the Group/District/County• Ensure Compliance (Charity Comm. &

POR)• Act with Integrity• Duty of Prudence• Duty of Care

Charity Commission

• Website http://www.charitycommission.gov.uk

Charity Commission Publications

Charity Commission Website

Trustee Indemnity Insurance

• Covered as part of the subscription fee to Headquarters

• Are you a registered member (to be covered)?• Broadly speaking covers personal liability,

providing individuals have endeavored to follow POR, Charity Law, etc.

• Who’s covered; elected, nominated and co-opted members

• Criminal actions are not covered

How to know you a registered member?

• Registered members will have filled in a registration form such as the Adult Application (AA) Form

• They will have had a satisfactory CRB check• Will have been issued with a Scout Association

membership number (and possibly certificate of appointment)

• Will appear on the Membership Services System (MSS - often referred to as My Backpack)

• Could receive periodic communications from The Scout Association (although these can be turned off)

Responsibilities of the Executive

Rule 4.25f(i) defines the responsibilities of the District Executive Committee as follows:“The District Executive Committee exists to support

the District Commissioner in meeting the responsibilities of the appointment and to provide support for Scout Groups, Explorer Scout Units and

any District Scout Network in the District.”

Rule 3.23b defines the responsibilities of the Group Executive Committee as follows:

The Group Executive Committee exists to support the Group Scout Leader in meeting the responsibilities of their appointment.

The DC is the County representative in the District (not the Districts representative at County)

Similarly; the GSL is the District representative in the Group (not the Groups representative at the District)

Responsibilities of the Group Executive: (POR 3.23b)• the maintenance of the Group’s property and

equipment;• the raising of funds and the administration of the

Group’s finance;• the insurance of persons, property and

equipment;• Group public occasions;• assisting with the recruitment of Leaders and

other adult support.

Potential Task AreasNot Definitive

Health and Safety Premises Finances

Risk Assessment

Fire Safety

Asbestos Survey

Grounds Maintenance

Perimeter Fencing

Group Development Equipment

Regular Accountingand Auditing

Insurance, Buildings,Contents, Equipment

Annual Reportand Accounts

Food Safety &Kitchen Areas

First Aid

Building Maintenance

Security(Intruder Alarm)

Electrical Testing

Utilities

Assist in formulatingGroup Development

Plan

Assist in Leader /Helper Recruitment

Ensure Leadersand all Helpers are

‘Fit & Proper’

Vetting, Induction,Criminal Records

Checks

Assist in negotiatingany Agreements

Fit for Purpose?

Properly storedand maintained

Registered andInsured

Minibus?

Canoes?

Climbing Gear?

Reserves Policy

Fundraising

Subscriptions

RegularExecutive Meetings

Delegation /Sub Groups

Group Executive:

• Needs to organised• Requires a range of skills• Pro-active approach• It is a Team effort• Ability to delegate (and know that it will get

done)• Forward looking (not just reactive)• Things don’t just happen at meetings!

What are your Executive Committee issues?

• Look back at post it notes from today’s introduction

• Do they cover all the key points?• Do you need to make any changes?

Scouting Video thinkUknow

The video “Think you know Scouting” is available for download in the Scouts Brand Centre at www.scouts.org.uk/brand in the

videos section.

Scouting’s Vision Towards 2018• Scouting in 2018 will:

– Make a positive impact on our communities– Prepare young people to be active citizens– Embrace and contribute to social change

• Scouting in 2018 will be:– Shaped by young people in partnership with adults– Enjoyed by more young people and more adult

volunteers– As diverse as the communities in which we live

• Members of Scouting in 2018 will feel:– Empowered– Valued– Proud

Effective Executive Committees

Role of the Committee

• Support the Group/District/County

• Look after the finances, fundraising, buildings, equipment, assets, etc.

• Not to “do” the scouting

Potential Task AreasNot Definitive

Health and Safety Premises Finances

Risk Assessment

Fire Safety

Asbestos Survey

Grounds Maintenance

Perimeter Fencing

Group Development Equipment

Regular Accountingand Auditing

Insurance, Buildings,Contents, Equipment

Annual Reportand Accounts

Food Safety &Kitchen Areas

First Aid

Building Maintenance

Security(Intruder Alarm)

Electrical Testing

Utilities

Assist in formulatingGroup Development

Plan

Assist in Leader /Helper Recruitment

Ensure Leadersand all Helpers are

‘Fit & Proper’

Vetting, Induction,Criminal Records

Checks

Assist in negotiatingany Agreements

Fit for Purpose?

Properly storedand maintained

Registered andInsured

Minibus?

Canoes?

Climbing Gear?

Reserves Policy

Fundraising

Subscriptions

RegularExecutive Meetings

Delegation /Sub Groups

How can you be effective?• Have a good skill mix on the committee

• Share out the work – sub-committees, working groups, teams, etc.

• Be organised - meetings, minutes, actions

• Be appropriately responsive & proactive

Engaging, Motivating and Retaining Executive Members

• How do you recruit members? Rarely at meetings (like AGMs) Primarily through one to one discussion/comms Often through attracting people back into Scouting

• What do they want to get out of the role? Support for Scouting Fun, comradeship, sense of well being/doing? Very good on CVs and when looking for a job!

• What do you need to do to motivate and engage them (and thus retain them)?

How does your role contribute to the Executive?

• Chairman• Secretary• Treasurer• Member

Normally in this Session:

• Split into groups based on the specific roles• Discussion in groups about that role• How to help and support each other in your

roles

Guides ….

All available under Executive Support on malvernscouts.org.uk

Effective Meetings and AGMS

How to run effective and “exciting” AGMs……………….

• How can you engage people in the process?

• Can people “enjoy” the AGM?

• When do you need to hold an AGM?

Who is invited to a Group AGM?

Email: executive.committee@scout.org.uk

?

Who is Invited to a Group AGM? Leaders & Helpers Parents/Guardians Executive Members Examiner/Scrutinizer President/Vice Presidents Representatives from District/County Guests

Who is Invited to a Group AGM?(short version) Group Scout Council (voting rights) Guests and Visitors (no voting rights)

Who is Invited to a District AGM? District Scout Council (voting rights) Guests and Visitors (no voting rights)

County Scout Council (voting rights) Guests and Visitors (no voting rights)

Who is Invited to a County AGM?

What are the essential requirements of an AGM?

Must be held within 6 months of the end of your financial year

Must be appropriately advertised to the Scout Council

Essential requirements of a Group AGM 1

• Apologies• To agree minutes of previous AGM• To receive & consider the Annual Report• To receive & consider the Financial Report• To reappoint any President/Vice Presidents• To approve the GSL’s nomination for Group

Chairman

Essential requirements of a Group AGM 2

• To elect Secretary, Treasurer and any other position• To appoint an independent examiner for the year• To formally record those Section Leaders who have

opted to be members of the Executive• The GSL to announce their nominations for the

Executive• To elect members to the Executive• To co-opt members onto the Executive

How do we make AGMs more exciting?

Making AGMs more exciting?• Table written reports• Keep to the point – short and sharp & managed• Ensure that officers and Committee Members are asked

beforehand• NO any other business• Advertise (must include all the Group Scout Council)• Combine with another event• Ask young people to participate / get involved• Hold it with another event, e.g. barbecue, presentation

evening or awards ceremony

Executive Committees ….

How to run effective executive meetings………………

• What makes a good executive meeting?

• How to get full benefit from the Executive Committee?

Who is attends a

Group Executive Committee?

Email: executive.committee@scout.org.uk

Who attends a Group Executive Meeting?• Officers (Chairman, Secretary, Treasurer)• GSL and AGSL • Executive Members • Section Leaders (only if they have opted in)• Representatives from the District

Executive Meeting Organisation?• Location• Furniture and room arrangements• Timing• Catering• Agenda• Management of the meeting

Agenda• Send out Early• Briefing papers and updates on actions with agenda

GSL / Section Reports / Finance / Building• Previous meeting actions

Only talk about “open” actions• Clear topics for discussions

Send out any supporting information• No AOB…. (or pre-manage)

Meetings• Brevity is a virtue• Keep to agenda and time• Avoid long discussions on scouting activities

Scouting is for Scouters• Topics should be:

Fundraising and financial position Build maintenance and equipment needs Recruitment & Numbers Trustee responsibilities

What might an annual cycle of Executive Meetings look like?

• AGM – appoint Executive & roles for the year• Typically about 5 ‘normal business meetings’ per

year• Autumn meeting to draft budget for the following

year and set subscriptions ahead of Census• Meeting ahead of the AGM to plan details, decide

who is going to do what role and agree the Annual Report and Accounts

• Next AGM

Any Questions?

• Further information:Information Centreinfo.centre@scout.org.uk0845 300 1818

Questions?

Ross DistrictRoss DistrictRegistered Charity Number 521375

Charity Commission Website

Ross

Ross

Census, Subscriptions, Membership, etc.• Information to Groups in December each year• Annual Census – 31st January each year• Annual return in February each year must

include:– Membership lists (helps with InTouch & District

Directory)– Census return

• Subscriptions paid by March each year – For 2012 - £21 (with 50p rebate for timely

payment) Headquarters plus £4.50 County and plus District

Healthcheck Example

Ross District• Appointments Secretary – Gordon Lewis

– Welcome Packs– Forms and CRB checks– Appointments administration

• Local Training Manager – John Day (DCC Adult Support)– Training materials & records– Training Courses & Validation– Appointment of Training Advisors

Appointments

Person interested in becoming Leader, Assistant, Helper, Executive Member and/or requiring clearance

Line Manager explains the role, reasonability and obligations to them

Line Manager ensures that they get a Welcome Pack including AA or OH (available from District Appointments Secretary + Forms on-line)

Individual fills in AA or OH Form as appropriate + Application Form Checklist

DC, DESC, ADC or GSL checks the identity with the individualand checks the rest of the forms

Forms passed to District Appointment’s Secretary with key information including Line Manager and role

District Appointments Secretary checks forms and information received (appointment, line manager, role, Group, etc.)

Occasional Helper (OH Form)

District Appointments Secretary adds individual to HQ database(In due course this will trigger an HQ Welcome Pack)

Leader or Assistant (AA Form)

Appointment Process on following charts

HQ checks

Appointment comes through and individual informed / presented

Module 1 completed as soon as possible and, ideally 1st

Response and Child Protection. Other training

encouraged.Leader expected to

complete their training for role

within 3 years of appointment

Executive (AA Form)

Module 1 completed as soon as possible and, ideally 1st Response and Child Protection.

Other training possible.

Status Meaning

No Record Person not yet known about by The Scout Association

Pre-Provisional Person entered on the MSS database by Appointments Secretary

Provisional CRB checks completed, Appointments Advisory Committee and/or initial training not completed

Full Appointment confirmed and subject to normal reviews

Appointments

Questions?

Scouting Video Take a closer look

The video “Take a closer look” is available for download via YouTube or Scouts.org.uk

– ref:UKScoutAssociation’s Channel –

YouTube#p u 7 m1RxuaNu-E

WE CAN DO IT

in your Group, District and County