1. Executive Training Hereford – 16 th September 2012 Welcome!

3. Introductions and background The Key Role of Executive Committees Effective Executive Committees Effective Meetings and AGMs Safety in Scouting Question and Answer session  Slides at: http://www.malvernscouts.org.uk/?q=node/528http://www.malvernscouts.org.uk/?q=node/528 or Executive Support / Hereford - Sept 2012 on malvernscouts.org.uk Programme

5. 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 this afternoon

6. You have a role on an Executive Committee (Group, District or County) Could be Chairman, Secretary, Treasurer or Member (Supporter) Includes Group Scout Leaders and any Section Leaders who have opted to be on their Group Executive (POR change January 2011) You have completed Module 1 (Getting started) and know a bit about Scouting Assumptions

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

8. 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

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

10. What is the purpose of an Executive Committee?

11. Executive Committee Charity Trustees Maintaining property and equipment Raising funds Administering the finances Insurance Ensuring a good public profile for Scouting Recruiting volunteers, including leaders Ensure the culture of safety in Scouting +Effective working with other organisations +Appointment of volunteers +Development of Scouting in the local area

12. Executive Committee Overall purpose: To help the Group Scout Leader / Commissioner meet the responsibilities of their role +To be responsible for the administrative side of Scouting to enable the Group / District / County to function properly and effectively  Leaders have the time to develop and deliver a balanced programme of activities

13.  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 Note: Applies whether individually registered as a Charity or operating under the Exempted Charity rules What is an Executive Committee?

14.  A constitution is a set of fundamental principles according to which the organisation is run. Each Group / District / County needs a written constitution Recommend adopting The Scout Association constitution (as laid out in POR) Following slides assume The Scout Association constitution (or something similar) Constitution

15. 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)

16. 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.

17. Who are the members of the Group Scout Council?

18. 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 Membership of the Group Scout Council

19. Elect and approve the nominations for membership of the Executive Committee Receive the annual report and accounts of the Executive Committee Appoint an appropriate independent scrutineer for the accounts Hold an Annual General Meeting (and any Extraordinary General Meetings if needed) Responsibilities of the Group Scout Council

20. Commissioners District and Group Active Support Managers Leaders, Section Assistants, Skills Instructors & Helpers Executive Members, Advisors & Administrators Examiner/Scrutinizer, President/Vice Presidents Chairmen of Troop Leadership Forums in the District All Explorer Scouts All members of District Scout Network All parents of Explorer Scouts Representatives from the Scout County Membership of the District Scout Council

21. 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).

22. District Executive Committee District Executive Committee Structure Nominated Members Up to the number elected. Nominated by DC at the AGM. Ex Officio Members Chairman, 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.

23. County Executive Committee County Executive Committee Structure Nominated Members Up to the number elected. Nominated by CC at the AGM. Ex Officio Members Chairman, County Commissioner, Secretary, Treasurer, County Scout Network Leader Elected Members members elected by the County 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.

24. Executive Committee “Trustees have and must accept ultimate responsibility for directing the affairs of a charity, and ensuring that it is solvent, well-run, and delivering the charitable outcomes for the benefit of the public for which it has been set up” Charity Commission

25. Obligations and Responsibilities Under the Governance and Equality Act 2010, Charity Trustees 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

26. Obligations and Responsibilities Responsibilities of Trustees: Accept Responsibility for the operation of the Group/District/County Ensure Compliance (Charity Comm. & POR) Act with Integrity Duty of Prudence Duty of Care

27. Charity Commission Website http://www.charitycommission.gov.ukhttp://www.charitycommission.gov.uk

28. Charity Commission Publications

29. Charity Commission Website

30. Trustees Cannot be: Under 18 Convicted of an offence (dishonesty or disception) Undischarged bankrupt Disqualified from acting as Company Director Failed to make payments under a court order Removed from being a Trustee or barred by the Charity Commission

31. 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

32. How do you know you are a Registered Member 1 Registered members will have filled in a registration form such as the Adult Application (AA) Form [or Change Role (CR) Form to add an additional role] The AA Form (and CR Form) contain the charity Trustee declaration which Trustees need to sign to confirm that they are edible to take on the responsibility

33. How do you know you are a Registered Member 2 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) Should receive periodic communications from The Scout Association (although these can be turned off)

34. 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.

35.  The Group Scout Leader is the District representative in the Group (not the Groups representative at the District)  The DC is the County representative in the District (not the Districts representative at County) Killing some Myths

36. Simple Group Structure Group Scout LeaderGroup Chairman Group Leaders Meeting Executive Committee Section Leaders Beaver Leaders Cub Leaders Scout Leaders Sub Committees Working Parties Project Teams

37. 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.

39. 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!

40. Vision

41. A Growing Movement A Youth Led Movement A Sound Movement A more Relevant and Focussed Movement A Diverse Movement Scouting’s Vision 2012 Improved Improved

42. Scouting’s Growth

43. Hereford & Worcester Growth

44. South Marches

45. 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 Scouting’s Vision 2018

46. Effective Executive Committees

47. Support the Group/District/County Look after the finances, fundraising, buildings, equipment, assets, etc. Not to “do” the scouting Lead by the Chairman, working in partnership with (and to support) the GSL/DC/CC Role of the Executive Committee

49. 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

50. 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 Recent Statistics: Approx 47% coming up through Scouting Approx 47% parents/guardians Approx 6% ‘off the street’

51. Engaging, Motivating and Retaining Executive Members 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! May start ‘helping the Group’ by sitting on Committee, but move on to other roles. What do you need to do to motivate and engage them (and thus retain them)?

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

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

54. 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

55. Effective Meetings and Annual General Meetings

57. Making AGMs more exciting? Table written reports – distribute beforehand if possible Keep to the point – short, sharp clear & managed Ensure that officers and Committee Members are asked and agree well beforehand NO any other business Advertise (must include all the Scout Council) Ask young people to participate / get involved Combine with another event, e.g. barbecue, presentation evening or awards ceremony

58. A few points about Group AGMs Required to be held within 6 months of the end of the financial year All the Group Scout Council, including the DC and District Chairman, must be invited AGM accepts the annual report and accounts (previously agreed by the Executive) – then submits them to the District and the Charity Commission Chairman nominated by the GSL Section Leaders are only members of the Group Executive if they opt in and it is recorded at the AGM All Executive Members must complete an AA Form

59. Who is Invited to a Group AGM? Group Scout Council (voting rights) Comprising: – 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 + Guests (non-voting)

60. 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 To elect the other officers (Secretary & Treasurer)

61. Essential requirements of a Group AGM 2 To elect members to the Executive The GSL to announce their nominations for the Executive To co-opt members onto the Executive To appoint an independent examiner for the coming year To formally record those Section Leaders who have opted to be members of the Executive Close the meeting

62. District Annual General Meetings

63. Who is Invited to a District AGM?  District Scout Council (voting rights) Commissioners, Active Support Managers, Scouters, Administrators, Section Assistants, Skills Instructors, Advisers, all Explorer Scouts, all members of the District Scout Network, Chairmen of Troop Leadership Forums in the District, Members and Associate Members of the Movement registered in the Scout District and including Members of District Scout Active Support Units, all parents of Explorer Scouts, persons elected or reselected annually by the District Scout Council on the recommendation of the District Commissioner and the District Executive Committee, the County Commissioner and County Chairman are ex-officio members of the District Scout Council.  Guests and Visitors (no voting rights)

64. 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?

65. Essential requirements of a District 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 DC’s nomination for District Chairman To elect the other officers (Secretary & Treasurer)

66. Essential requirements of a District AGM 2 To elect members to the Executive The DC to announce their nominations for the Executive To co-opt members onto the Executive To appoint an independent examiner for the coming year To elect Group Scouters to represent the District on the County Scout Council Close the meeting

67. Reference and administration details List the Trustees (and dates) Other key individuals in the Charity Structure, governance and management Ref to constitution, key policies and procedures Risk and internal controls Objectives and activities Achievements and performance Finance Review - Reserves and Investment policy Future plans Declaration (Approval by the Executive)  Form LT700001 or free text can be used Annual Report Contents

68. Under £100k, simple receipts and payments accounts Form LT700002/3, Excel, Word or free text can be used Over £100k, accrual accounts must be used Form LT700004 or free text can be used All significant assets need to be recorded Keep it simple and make sure you understand them! Annual Accounts

69. If a registered Charity, you must submit your approved Annual Report and Accounts to the Charity Commission  Can be done on-line or via mail  Normally done by the Treasurer or Secretary Good practice for Exempted Charities Submission

70. South Marches Submissions

71. Funds and Bank Accounts

72. Groups – POR 3.49 and 3.50 - extract Each Section must itself administer sums allocated to it by the Group Executive Committee The Group Treasurer should make the necessary records and pay the money into the Group bank account(s) as soon as practicable. Each Section must keep a proper cash account which must be produced, together with supporting vouchers and the cash balance, to the Group Treasurer at least once in each period of three months. Funds and Bank Accounts

73. All monies received by or on behalf of the Group / District / County either directly or via supporters, must be paid into bank account(s) held in the name of the Group / District / County –Groups POR – 3.50 –District POR 4.60 and 4.61 –County POR 5.48 and 5.49 Funds and Bank Accounts

74. Rule 4.60 Funds administered by a District Scout Network, Explorer Scout Units, District Scout Active Support Units and other Sections in the District District Example

75. Rule 4.61 Bank Accounts a. All monies received by or on behalf of the District either directly or via supporters, must be paid into bank account(s) held in the name of the District. The account may, alternatively, be a National Savings Account or a building society account. b. The account(s) will be operated by the District Treasurer and other persons authorised by the District Executive Committee. c. A minimum of two signatures must be required for withdrawals.

76. Rule 4.61 Bank Accounts d. Under no circumstances must any monies received by any one on behalf of the District be paid into a private bank account. e. Cash received at a specific activity may only be used to defray expenses of that same specific activity if the District Executive Committee has so authorised beforehand and if a proper account of the receipts and payments is kept. f. Funds not immediately required must be transferred into a suitable investment account held in the name of the District.

77. Rule 4.61 Bank Accounts g. District funds must be invested as specified by the Trustee Act 2000. h. District funds may be invested in one of the special schemes run by Headquarters. i. The bank(s) at which the District account(s) are held must be instructed to certify the balance(s) at the end of the financial period direct to the scrutineer, independent examiner or auditor as appropriate.

78. Executive Committee Meetings

79. How to run effective executive meetings……………… What makes a good executive meeting? How to get full benefit from the Executive Committee?

80. 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 (normally only by exception)

81. 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 Effective Executive Committees?

82. Location and time Furniture and room arrangements Timing: Advanced notice of the meeting & agenda During the meeting itself Catering Agenda Management of the meeting Meeting Arrangements

83. 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) Agenda

84. 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  Safety  Trustee responsibilities Meetings

85. What might an annual cycle of Executive Meetings look like? AGM – appoint Executive & roles for the year Typically about 4 ‘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 & approve the Annual Report and Accounts Next AGM

86. Safety in Scouting

87. It is the responsibility of all those involved in Scouting to seek, so far is reasonably practicable, to ensure that all activities are conducted in a safe manner without risk to the health of participants Safety In Scouting

89.  Executive Committees are responsible for providing a safe environment in which regular Scouting can take place (e.g. meeting places), meetings & public events  Leaders are responsible for the safe delivery of an adventurous programme within those meeting places and on outside visits, camps, etc. www.scouts.org.uk/safety Safety Responsibilities

90. Particular safety responsibilities of Executive Committees Scout Headquarters, grounds, campsites, activity centres and some rented premises: Fire Gas (including camping appliances) Electricity Water Asbestos General hazards  Safety on the agenda at Executive Meetings

92. Safety In Scouting Adventurous Activities Follow rules, for example: Correct Permits Scout Lead / Externally Lead Activities Right equipment and ratios  As normal leaders, if you are not happy, don’t let the activity proceed

93. Safety In Scouting Normal Activities Where more accidents are happening Make sure: 1.InTouch fully in place 2.Leader in charge of each activity is always 100% clear 3.Executives understand their responsibilities for buildings, sites, etc.

94. Safety In Scouting Near Misses New simple, on-line near miss ‘form’ available on the scouts.org.uk Not yet clear how the information will be collated and feedback by Headquarters Important to capture the information – so please make sure you use the form!

97. 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

98. Thank You

99. FS330077 – The Group Executive Committee FS330037 – Role Description for Group Chairman BS310022 - A Guide for the Group Chairman FS330064 – Role Description for Group Secretary BS310020 - A Guide for the Group Secretary FS330065 – Role Description for Group Treasurer BS310021 - A Guide for the Group Treasurer BS310023 - A Guide for the Group Supporter A Guide to Supporting Young People on Committees FS330036 – District Chairman FS330045 – District secretary FS330046 – District Treasurer FS320010 – Managing a Safe Scout Premises Safety Checklist for Executive Committees Key Handouts

100. Further information: Information Centre info.centre@scout.org.uk 0845 300 1818 Questions?

101. Together WE CAN DO IT in your Group, District and County Thanks You

102. Questions?

103. Back Up

104. What is an Executive Committee 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 Ensure the culture of Safety in Scouting Anything else that helps the Group Function

105. 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 Ensure the culture of Safety in Scouting Anything else that helps the District Function

106. 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 Ensure the culture of Safety in Scouting Anything else that helps the County Function