Initial Executive Training 9 th Bromsgrove – 28 th May 2012 Welcome!

Introductions and background The Key Role of Executive Committees Effective Executive Committees Good practice for Meetings Question and Answer session  Slides at: or Executive Support / 9 th Bromsgrove - May 2012 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

Scouting is:  Fun  Challenge  Adventure For Young People & Adults

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

Policy, Organisation and Rules (POR) Look on Scouts.org.uk or ScoutBase.org.uk for latest version

The Scout Group

Scouting provides Fun Challenge & Adventure for young people and Adults

The Role of the Executive Committee

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.

Membership of the Group Scout Council All Leaders, Section Assistants, Skills Instructors & Helpers Parents/Guardians of all young members Executive Members, Group Advisors & Administrators Examiner/Scrutinizer, President/Vice Presidents Any sponsoring authority Patrol Leaders Explorer Leaders – if included in the units partnership agreement Members of any Group Active Support Representatives from the Scout District

What is an Executive Committee What it does… Group Provision 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 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 Rules, i.e. Trustees Note: Applies whether individually registered as a Charity or operating under the Exempted Charity rules

Group Executive Committee Group Executive Committee Structure Nominated Members Up to the number elected. Nominated by GSL at the AGM. Ex Officio Members Group 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 members of the Group Executive if they choose to opt-in (2011 POR change).

Obligations and Responsibilities Under 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 Responsibilities Responsibilities 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

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 Will have had a satisfactory Scouting 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 Group Scout Leader is the District’s representative in the Group (not the Group’s representative at the District) Killing a Myth

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 Areas Not Definitive Health and Safety Risk Assessment Fire Safety Asbestos Survey Food Safety & Kitchen Areas First Aid Premises Grounds Maintenance Perimeter Fencing Building Maintenance Security (Intruder Alarm) Electrical Testing Utilities Finances Regular Accounting and Auditing Insurance, Buildings, Contents, Equipment Annual Report and Accounts Reserves Policy Fundraising Subscriptions Group Development Assist in formulating Group Development Plan Assist in Leader / Helper Recruitment Ensure Leaders and all Helpers are ‘Fit & Proper’ Vetting, Induction, Criminal Records Checks Assist in negotiating any Agreements Equipment Fit for Purpose? Properly stored and maintained Registered and Insured Minibus? Canoes? Climbing Gear? Regular Executive 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! The action happens between meetings.

Effective Executive Committees

Role of the Executive Committee Support the Group via the GSL Look after the finances, fundraising, buildings, equipment, assets, etc. Not to “do” the scouting Lead by the Chairman, working in partnership with the GSL

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

How does your role contribute to the Executive? Chairman Secretary Treasurer Member

Guides …. All available under Executive Support on malvernscouts.org.uk

Effective Meetings

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

Effective Executive Committees? Build a real team spirit Typical stages of team building:  Forming  Storming  Norming  Performing + Make sure everyone can have their say + Common aims and objectives

Executive Meeting Organisation? Location Furniture and room arrangements Timing: Advanced notice of the meeting & agenda During the meeting itself 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 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

The Association’s Vision 2018

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

Questions?

Together WE CAN DO IT in 9 th Bromsgrove Thank You