Executive Training 14th November 2015 Welcome!.

Executive Training 14th November 2015 Welcome!

Executive Training 14th November 2015 Presented by:
Derek Barnes – County Commissioner John Day – Deputy County Commissioner Adult Support

Domestic Announcements

Programme 1 Introductions and background
The purpose of Executive Committees Membership of Executive Committees Responsibilities of Executive Committees Group / District Structure Effective Executive Committees Roles Refreshments Decide how participants and parents will communicate: What system and level (if any) of communication will there be between participants and parents? Will mobile phones (or similar) be allowed at the event?

Programme 2 Vision Effective Meetings Annual General Meetings
Supporting Young People Finance and Annual Requirements Funds and Bank Accounts Meetings cycle Safety in Scouting Question and Answer session Decide how participants and parents will communicate: What system and level (if any) of communication will there be between participants and parents? Will mobile phones (or similar) be allowed at the event?

Executive Training Information
All slides available to download (PowerPoint or PDF) from (County Website) All key handouts are also available on or via the County Website For either, go to Adult Support on the left menu, select Executive Training and then select either Handouts or Training location and date Note: slides will not change from those presented today, but we’ll try to keep the handouts up to date with latest version Decide how participants and parents will communicate: What system and level (if any) of communication will there be between participants and parents? Will mobile phones (or similar) be allowed at the event?

IntroductionS

Key types of Roles in Scouting
Leaders Look after young people and deliver the Scouting balanced programme Managers Line manage volunteers and look after the Leadership and Management issues Executives ?? Decide how participants and parents will communicate: What system and level (if any) of communication will there be between participants and parents? Will mobile phones (or similar) be allowed at the event?

Key types of Roles in Scouting
Leaders Look after young people and deliver the Scouting balanced programme Managers Line manage volunteers and look after the Leadership and Management issues Executives Governance, all assets, fundraising, safety and support Decide how participants and parents will communicate: What system and level (if any) of communication will there be between participants and parents? Will mobile phones (or similar) be allowed at the event?

Purpose of these sessions
Effective Executive Committees are essential for the successful delivery of Scouting within Groups, Districts and Counties Understand the essentials of your role of Charity Trustee and what governance entails 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 Aim you towards the perfect way of working! Decide how participants and parents will communicate: What system and level (if any) of communication will there be between participants and parents? Will mobile phones (or similar) be allowed at the event?

Assumptions 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 (change January 2011) You have completed Module 1 (Getting started) and know a bit about Scouting Decide how participants and parents will communicate: What system and level (if any) of communication will there be between participants and parents? Will mobile phones (or similar) be allowed at the event?

The Purpose of Scouting
Scouting exists to actively engage and support young people in their personal development, empowering them to make a positive contribution to society Decide how participants and parents will communicate: What system and level (if any) of communication will there be between participants and parents? Will mobile phones (or similar) be allowed at the event?

Policy, Organisation and Rules (POR)
Look on scouts.org.uk for latest version Our only rule book!!

What is the purpose of an Executive Committee?

Executive Committee Overall purpose:
To help the Group Scout Leader / Commissioner meet the responsibilities of their role To be responsible for the governance and administrative aspects to enable Scouting to function properly and effectively Leaders & Managers have the time to develop and deliver a balanced programme of activities

Executive Committee (POR)
Charity Trustees (of Group / District / etc.) including reporting and governance Maintaining property and equipment Raising funds & administering the finances Insurance, security, safety, etc. 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

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 Note: Applies whether individually registered as a Charity or operating under the Excepted Charity rules Ben

Constitution A constitution is a set of fundamental principles according to which the charity is operated and runs Each Group / District / County needs a written constitution Recommend adopting The Scout Association constitution (as laid out in POR). [If in doubt, you can do this via a motion at your AGM – see later.] In the absence of anything else formally adopted, The Scout Association Constitution applies The following slides assume The Scout Association Constitution (or something similar) Ben

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) Ben

Rule 3.22 Management of the Scout Group
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. 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. 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.

Who are the members of the Group Scout Council?

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/Scrutineer, President/Vice Presidents Members of any Group Active Support Any sponsoring authority Other supporters by agreement Patrol Leaders Explorer Leaders (if included in the units partnership agreement) Representatives from the Scout District

Responsibilities of the
Group Scout Council 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)

Types of Membership of the
Executive Committee Ex Officio Members because of their role Elected Volunteer and voted in at AGM / EGM Nominated Put forward by the GSL / DC / CC at AGM / EGM Co-Opted Brought in to fill skill gaps Right of attendance Commissioner and Chairman of overseeing level

Group Executive Committee Structure
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. Nominated Members Up to the number elected. Nominated by GSL 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. Stuart As from 2011, Section Leaders are only members of the Group Executive if they opt-in at AGM (2011 POR change).

District Executive Committee Structure
Ex Officio Members Chairman, District Commissioner, Secretary, Treasurer, District Scout Network Commissioner, District Explorer Scout Commissioner Elected Members members elected by the District Scout Council at the AGM. Nominated Members Up to the number elected. Nominated by DC 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. Stuart

County Executive Committee Structure
Ex Officio Members Chairman, County Commissioner, Secretary, Treasurer Elected Members members elected by the County Scout Council at the AGM. Nominated Members Up to the number elected. Nominated by CC at the AGM. Co-opted Members Annually co-opted by the Executive. Cannot exceed the number of elected members. Right of Attendance Regional Commissioner. Stuart

Charity Trustees

Charity Trustees “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” The Charity Commission

Accept Responsibility Responsibilities of Charity Trustees
Duty of Prudence Duty of Compliance Duty of Care Accept Responsibility Act with Integrity PLEASE USE THIS SLIDE IN ENGLAND, WALES & NORTHERN IRELAND ONLY The previous slides give a definition of what a trustee is, but what does that mean in practice for Executive Committee members in Scouting? What are the responsibilities and duties of a charity trustee? 1) Charity trustees accept ultimate responsibility for the running of the charity. The decisions made, and actions taken by Executive Committee members are ultimately their responsibility legally and financially. In some circumstances, if things go wrong, trustees may be liable for any debt or financial loss incurred by the group, district or county (The Scout Association has a Trustee Indemnity Insurance policy that protects against this provided that trustees have acted reasonably and in good faith.). However, emphasise that across the whole of the charity sector, personal liability of this kind is rare. 2) Charity Trustees must act with integrity. This means ensuring that any conflicts of interest are declared appropriately, and always acting with the interest of the Scout Group in mind, especially the benefit it provides to its users- the young people. 3) Charity Trustees must make sure that they act within Charity Law and their governing document. The Executive Committee must make sure that they follow the guidance given by the Charity Commission in their publications, and follow the rules in Policy, Organisation and Rules- the Scout Association’s governing document. 4) Trustees must use reasonable care and skill in their work as trustees. Use the appropriate skills and knowledge of individuals collectively in the decision making process, and most importantly seek professional advice if you need it- this is a legitimate use of charity funds. It is important that members of the Executive Committee seek to improve their knowledge, and take up training opportunities to understand their role better. 5) Trustees need to act honestly, make sure the charity remains solvent (funded), use the funds to further the charities work only and avoid taking any unnecessarily risky decisions. By following these duties an Executive Committee is fulfilling their duties as charity trustees. Responsibilities of Charity Trustees

Charity Commission Stuart

Charity Commission Publications
CC3 - The essential trustee: what you need to know, What you need to do

All available to download from Charity Commission website. Periodically updated. Contain rules and guidance. If you want to find how to do something (or whether you can), look here.

CC15 - Charity reporting and accounting: the essentials

CC48 - Charities and meetings

When to Register as a Charity - 1
All Scout Units are independent charities. However, those based in England and Wales may not be required to register with the Charity Commission as they have been ‘excepted’ by a ruling of the Charity Commission whereby they only have to register if their total turnover is more than £100,000 per annum or if they have a permanent endowment (a fairly rare restricted interest in land/building, investment, cash or other asset which cannot be spent as ‘income’ or sold to raise cash for the charity). Source – scouts.org.uk Link:

When to Register as a Charity - 2
It is no longer necessary for Scout Units to register merely because they may hold an interest in land. However, even such excepted and unregistered charities will still remain subject to general charity law and the rules of the Charity Commission which may investigate matters where there is proper cause for concern. Source – scouts.org.uk Link:

Trustees Cannot be / have been: Under 18
Convicted of an offence (dishonesty or deception) Un-discharged bankrupt Disqualified from acting as Company Director Failed to make payments under a court order Received an adverse CRB Disclosure Removed from being a Trustee or barred by the Charity Commission Trustees sign to say that none of the above apply Charity Commission pub CC30 provides more info.

Sub Committees Delegate clear responsibilities
Require a clearly defined purpose, responsibilities and structure Formed by the Executive Committee (who have representatives on each sub committee) Responsible to the Executive Committee for their role Individuals are not charity Trustees just because they are on a sub committee Highlight to participants that Executive Committees can appoint sub-committees to deal with specific areas of the Executive Committee’s responsibilities, such as finance or property, to make the Executive Committees workload more manageable. The Appointments Advisory Committee is one such sub-committee at a District or County Level If they choose to do this, the sub-committee’s purpose, responsibilities and structure must be defined by the Executive Committee forming them, and the sub-committee must report back as required. The GSL, DC or CC and the Chair will be ex-officio members of any sub-committees formed by the Executive Committee. Members of sub-committees are nominated or co-opted by the relevant Executive Committee. Sub-committee members are not charity trustees, so you can involve those who are not eligible to be trustees in them in them. Executive Committee must make sure that they monitor the actions of any sub-committees that they set up. If questions arise about what form sub-committees members need to fill in, advise that it is best practice for them to fill in the blue AA form with the role of Group, District or County Supporter. Highlight that it is good practice for them to be CRB checked, as they will probably have some involvement with the handling or management of funds (part of The Scout Association’s CRB checking criteria) at some point. As they are not going to be charity trustees, they can disregard the charity trustee part of the declaration, as it will not be applicable to them.

Trustee Indemnity Insurance
Covered as part of the subscription fee to The Scout Association (now only paid by young members) 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; ex officio, elected, nominated and co-opted members Criminal actions are not covered

are a Registered Member 1
How do you know you are a Registered Member 1 Registered members will have filled in a registration online or on a form These contain the charity Trustee declaration via which Trustees confirm that they are eligible to take on the responsibility Section Leaders opting in must be listed as Executive Members For registered charities, you will also be listed on the Charity Commission website – see later

are a Registered Member 2
How do you know you are a Registered Member 2 You will have had a satisfactory TSA Disclosure Will have been issued with a Scout Association membership number (and possibly certificate of appointment) Will appear on the Membership System (Compass) Should receive periodic communications from The Scout Association (although these can be turned off)

Normally Scouting Times is ed to adults registered with The Scout Association in Hereford & Worcester with a valid address

Responsibilities of the Group Executive
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 representative in the Group (not the Groups representative at the District) (POR – The Appointments Process) Ben

Simple Group Structure
Group Scout Leader Group Chairman Group Leaders Meeting (Group Scouters Meeting) Executive Committee Section Leaders Beaver Leaders Cub Leaders Scout Leaders Sub Committees Working Parties Project Teams

Simple District Structure District Leaders Meetings
District Commissioner District Chairman District Leaders Meetings Executive Committee ADCs, DESC, DSNC, etc. Explorer Leaders Network Leaders Group Scout Leaders Beaver Leaders Cub Leaders Scout Leaders Sub Committees Working Parties Project Teams

Responsibilities of the Executive Committee
Act collectively as Charity Trustees Responsibilities of the Executive Committee Comply with POR Protect and Maintain Property and Equipment Manage the Group Finances Insurance Provide Sufficient Resources for the Group Develop Local Scouting Responsibilities of the Group Executive Committee – Part 1 Acting as Charity Trustees is a key aspect of the role, we will spend some time looking at the detail of this later in the session. Complying with POR, making sure the Executive Committee is acting in line with the key policies and rules outlined. This can mean looking after a headquarters that the Group, District or County owns, or premises that are rented, it also means looking at any acquiring or selling any property. Equipment ranges from tents and camp stoves to minibuses. The financial side of running the Group, District or County is the responsibility of the executive committee. They need to make sure that a District/County has enough money to function, that a budget is in place and is being used appropriately, keep accurate records of the income/expenses/banking, and be prepared to report on this whenever requested. This is the responsibility of the whole executive committee not just the treasurer! Ignorance is not always bliss so make sure everyone makes it their responsibility to ask about the finances. Making sure the insurance is adequate is vitally important to run scouting safely. Unity insurance services are the main point of contact for this Provide sufficient resources for Scouting to Operate. This includes, but is not limited to, supporting recruitment, other adult support and fundraising activities. Fundraising is vital in financing the District/County. The Executive Committee’s role in fundraising need not be one where they take part in fundraising activities, but they must facilitate fundraising in their role. Exec members can help generate names, conduct an induction, and place adverts for new volunteers. Have a development plan and know what you can do to achieve your goals, support districts and counties with their development plans to further support growth and development. As a member of the Executive Committee they have a responsibility to make safety an agenda item at all Executive meetings and ensure that all relevant safety information is communicate effectively. They also should review the incidents and accidents occurring in the Group, District or County to ensure that trends have been identified and controls adjusted as appropriate, by those responsible for them. Ensure that a positive image of Scouting exists in the local community by promoting the Group, District or County at events and taking opportunities to interact with the local community. Appoint and manage any sub-committees including appointing a Chair to lead these sub-committees. Sub-Committees Safety Policy Promote a positive local image of Scouting

Responsibilities of the Executive Committee
Involving Young People in Decision Making Appoint Administrators, Advisers and Co-opted members Approve Annual Report and Accounts Present Annual Report and Accounts Maintain appropriate confidentiality Responsibilities of the Group Executive Committee – Part 2 Ensure that Young People are meaningfully involved in decision making at all levels within the Group, District or County. Make sure the level of involvement is appropriate for the age group. Appoint administrators, advisers and co-opted members of the Executive Committee Approve the annual Report and Accounts after their examination by an appropriate auditor, independent examiner or scrutineer. This forms part of the annual duties of the Committee related to the Annual General Meeting, the annual report and accounts are a summary of the Charity’s work in that year. If appropriate, i.e. If a registered charity; submit these accounts and reports to the Charity Commission. Present the Annual Report and Accounts to the Scout Council at the Annual General Meeting Maintain appropriate confidentiality, don’t discuss committee business outside of meetings or with others not on the committee. This doesn’t mean that you can’t report wrongdoing. The opening, closure and amalgamation of Sections in the Group as necessary If the Group, District or County employs anyone (cleaning and maintenance staff, secretary, LDO) they are officially considered to be employed by the Executive Committee. In their role as an employer the Committee must act responsibly, following Scouting values and complying with legislation. If the Group, District or County employs anyone, they need to make sure that they understand who is responsible for line managing them and communicate this to the line manager and employee. More information on employing people will be available from April 2013. Agree line management arrangements for staff Opening and Closure of Sections Act as a responsible employer

Responsibilities of the Group Executive: (POR 3.23b) part 1 of 3
Members of the Executive Committee must act collectively as charity Trustees of the Scout Group, and in the best interests of its members to: Comply with the Policy, Organisation and Rules of The Scout Association Protect and maintain any property and equipment owned by and/or used by the Group Manage the Group finances Provide insurance for people, property and equipment Ben

Provide sufficient resources for Scouting to operate. This includes, but is not limited to, supporting recruitment, other adult support, and fundraising activities Promote and support the development of Scouting in the local area Manage and implement the Safety Policy locally Ensure that a positive image of Scouting exists in the local community Ben

Appoint and manage the operation of any sub-Committees, including appointing Chairmen to lead the sub-Committees Ensure that Young People are meaningfully involved in decision making at all levels within the Group The opening, closure and amalgamation of Sections in the Group as necessary Ben

The Group Executive must also: (POR 3.23b)
Appoint Administrators, Advisers, and Co-opted members of the Executive Committee. Approve the Annual Report and Annual Accounts after their examination by an appropriate auditor, independent examiner or scrutineer. Present the Annual Report and Annual Accounts to the Scout Council at the Annual General Meeting; file a copy with the District Executive Committee; and if a registered charity, appropriate charity regulator. Maintain confidentiality with regard to appropriate Executive Committee business. Appropriately look after any employed staff. Ben

Effective Executive Committees

Role of the Executive Committee
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 Ben

Reserves & Investments Opening & Closing Sections
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 Accounting and Auditing Insurance, Buildings, Contents, Equipment Annual Report and Accounts Reserves & Investments Fundraising Subscriptions Setting & Collection Group Development Assist in formulating Group Development Plan Assist in Leader / Helper Recruitment Opening & Closing Sections Criminal Records Checks & Induction Assist in negotiating any Agreements Equipment Fit for Purpose? Properly stored and maintained Registered and Insured Minibus or trailer? Camping Equipment Activity Regular Executive Meetings Delegation / Sub Groups Stuart

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 happen at meetings! The jobs and actions are done between meetings. Ben

Factsheet Group Executive Committee Available on scouts.org.uk

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 Don’t try to do everything at once – prioritise Have a Development Plan (produced in conjunction with the Leaders) Ben

Your Role Chairman Secretary Treasurer Member (or supporter) Ben

Your Role Summarised Chairman Manages and supports Executive members
Chairs meetings (everyone involved, times, etc.) Lead key decisions and communications Secretary Agendas, Minutes of meetings, Keep records Census, prepare Annual Report Treasurer Account for all funds and prepare Annual Accounts Member (or supporter) Be involved and ask constructive questions Undertake/lead specific tasks and actions Collective accountability for the Charity Ben

All available on scouts.org.uk
Role Descriptions Chairman Treasurer Secretary Member All available on scouts.org.uk

Guides All available on scouts.org.uk
or under Executive Training on hwscouts.org.uk

Discussion Session Split into groups based on the specific roles
Have a discussion in the groups about that role How can you help and support each other in your roles? Ben

Questions? 65

Vision

Effective Meetings

Why People go to Meetings
People go to meetings because they feel lonely It’s a matter of status preservation to be there They have nothing better to do They would like a rest from what they ought to be doing To safeguard their own interests To stop some rival advancing his interests To assess how the balance of power has shifted Just simply to see who is still with the Group To discuss when, where and what for, the next meeting will be held Ben

Conduct of Executive Meetings
Only members can vote Decisions are made by a majority of votes cast by those present at the meeting No Chairman’s casting vote The Group / District / County Scout Council must make a resolution defining the quorum for meetings of the Scout Council, Executive Committee and any Sub-Committees (example later) Ben

Engaging Executive Members
How do you recruit members? Rarely at meetings (like AGMs) Primarily through one to one discussion Often through attracting people back into Scouting Some statistics on recruitment: Approx 47% coming up through Scouting Approx 47% parents/guardians Approx 6% ‘off the street’ Ben

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)? Ben

For Adults & Young People
Scouting is: Fun Challenge Adventure For Adults & Young People Its worth remembering through out this process that the previous video clip, as a volunteer and a member of staff the words “oh that’s impossible” often immediately ring out when we start talking about adult recruitment. So its worth baring this in mind….

Young People on Committees
Strongly encouraged (but they need to get benefit) Main role is to support ‘shaped by young people in partnership with adults’ – input required Ideally aged 18 to 25 (Trustees) Can be under 18 (Non-Trustees) Typically one or two per Executive Committee (Group / District / County) Ben

Young People on Committees
Ben

Annual General Meetings

Preparing for AGMs AGMs must be held within 6 months of the end of your financial year Very early, approach existing and new members to be on the Executive Committee for the coming year Allow time for Treasurer to prepare annual accounts & them to be independently examined Secretary / Chairman / Treasurer / GSL prepare the annual report Executive Committee review the annual report and annual accounts and sign them off Schedule the AGM and invite the whole Scout Council Ben

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 Ben

A few points about Group AGMs
All the Group Scout Council, including the DC and District Chairman, must be invited Nomination forms for new members (& vote if necessary) AGM accepts the annual report and accounts (previously agreed by the Group 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 a TSA Disclosure and, by definition, have an annual review date

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)

Standard Group AGM Agenda 1
Apologies (& Attendance) 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) Ben

Standard Group AGM Agenda 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 Any resolutions Close the meeting Ben

Example AGM Resolutions
The * Scout Council resolve to adopt the standard Group / District Constitution found in The Scout Association’s Policy, Organisation and Rules with immediate effect. This resolution takes precedence over any previous constitution. The quorum for meetings of the Executive Committee shall be half the normal members (i.e. ex-officio, elected, nominated and co-opted) which must include either the Chairman or the GSL / Commissioner. Ben

Finance

Financial Responsibilities
“The trustees of every charity must ensure that its finances are used appropriately, prudently, lawfully and in accordance with its objects.” The Charity Commission

Finance sub-Committees Manage the Finances
Provide sufficient resources Fundraising & Investments Annual Statement of Accounts Promote future development Maintain accurate records safely Manage financial transactions Monitor financial activity Budgets and Financial Planning Feedback (20 minutes) Collect feedback from the groups and capture answers on a flipchart. When feeding back, participants should mention some of the points detailed on the slide. They may not have discussed all of these points, so make sure that you raise any that were missed. Please refer to trainers notes for discussion points on the financial responsibilities of the Executive Committee Reserves Policy Procedures for Accounting Financial Controls

Annual Reports & Accounts

Annual Report Contents
Reference and administration details List the Trustees (and dates in role) Other key individuals in the Charity Structure, governance and management Ref to constitution, key policies and procedures Risk and internal controls Objectives and key activities Achievements and performance Finance Review - Reserves and Investment policy* Future plans Declaration (Approval by the Executive) Form LT or free text can be used If in doubt look at CC15b (Section H is a checklist) Ben

Annual Accounts Report the gross turnover for all the activities of the charity, including: All sections (inc Active Support) All activities, camps, etc. All fundraising, donations and rental income All expenditure All material assets need to be included in the report, including: Buildings (latest / insurance valuation) Equipment (as per register and insurance valuation) Soon adds up Ben

Annual Accounts Under £250k, simple receipts and payments accounts
Form LT700002/3, Excel, Word or free text can be used Over £250k, accrual accounts must be used Form LT or free text can be used Independent scrutiny / examiner / audit Keep them simple and make sure you understand them! Executive agree and sign them off (as Trustees) If in doubt look at CC15b Ben

Independent Examination /Audit
If the Annual Income is.... You should appoint.... Less than £25,000 A Scrutineer £25,000 - £100,000 An Independent Examiner with a recognised accounting qualification £100,000 - £250,000 Who is a member of a certain professional body Explain that the definition of an appropriate person to examine the Annual Statement of Accounts depends on the annual income of the Group, District or County. If the annual income is less than £25,000 then a scrutineer should be appointed . If the annual income is above £25,000 and less than £100,000 then an independent examiner should be appointed. (this a person, usually an accountant, certified as an independent examiner) If the annual income is above £100,000 and less than £250,000 then an independent examiner with a recognised accounting qualification should be appointed. If the annual income is above £250,000 but less than £500,000 and balance sheet assets (e.g. Fixed assets, property) are below £3.6 million then an independent examiner with an appropriate qualification and membership of certain accounting professional bodies should be appointed. If the annual gross income is over £500,000 OR the annual gross income is more than £250,000 and assets are valued above £3.6million; a Registered Auditor should be appointed. There are three types of people who can examine the accounts: scrutineers, independent examiners and registered auditors. A scrutineer is an independent person with relevant practical experience and knowledge the trustees believe is competent to carry out an examination of the accounts. An independent examiner is an independent person with relevant practical experience and knowledge. The Charity Commission suggest a person such as a bank or building society manager or retired accountant at lower income thresholds. At higher income thresholds independent examiners are required to hold professional accounting qualifications and membership of certain professional bodies, details of these can be found in factsheet LT An auditor will be a professional accountancy firm who are registered as auditors. The person appointed to carry out the examination of the accounts must not hold another appointment in the Group, District or County whose accounts they are examining. Provide participants with printed copies of the factsheet LT103950: Guidance on the Accounting and Audit Requirements for Group, Districts, Counties/Areas and Scottish Regions for more detail on the independent examination. £250,000 - £500,000 A Registered Auditor More than £500,000

Reserves Intended to protect against a cash-flow problem or an unexpected drop in income or rise in expenditure or take advantage of an opportunity Charity Commission don’t like excessive reserves (“un- used / un-allocated funds”) Level of reserves agreed by trustees (and reviewed) Recommend at least 3 months expenditure and no more than 12 months Reserves policy and amount must be included in the Annual Trustees Report and Accounts Any material difference between the policy and the amount must be reported plus steps being taken Ben

Funding and Investments
The Annual Report should provide the following additional financial review information about the charity, including a review of the financial position of the charity and its subsidiaries, and a statement of the principal financial management policies in force during the year: Principal funding sources and how expenditure in the year under review has supported the key objectives of the charity. Where investments are held, the investment policy, reserves policy and objectives, including the extent to which social, ethical or environmental considerations are taken into account. Ben

Submission 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 Excepted Charities Results available on-line for all registered charities (inc. list of Trustees) Provide copies to your District / County Ben

Funds and Bank Accounts

Funds and Bank Accounts
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 3.49 and 3.50 District POR 4.60 and 4.61 County POR 5.48 and 5.49 Ben

Rule 3.49 Funds administered by Sections -1
a. Each Section or Group Scout Active Support Unit must itself administer sums allocated to it by the Group Executive Committee. b. Subscriptions paid by or on behalf of Members of each Sections or Group Scout Active Support Unit members must be handed to the Group Treasurer or their nominee as soon as possible after receipt. Ben

Rule 3.49 Funds administered by Sections -2
c. The Group Treasurer should make the necessary records and pay the money into the Group bank account(s) as soon as practicable. d. Each Section and Group Scout Active Support Unit 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. Ben

Rule 3.50 Bank Accounts (very similar wording for Districts)
a. All monies received by or on behalf of the Group either directly or via supporters, must be paid into a bank account held in the name of the Group. This account may, alternatively, be a National Savings account or a building society account. b. The account(s) will be operated by the Group Treasurer and other persons authorised by the Group Executive Committee. Ben

c. A minimum of two signatories must be required for any withdrawals. d. Under no circumstances must any monies received by a Section or supporter on behalf of the Group 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 Group Executive Committee has so authorised beforehand and if a proper account of the receipts and payments is kept. Ben

f. Funds not immediately required must be transferred into a suitable investment account held in the name of the Group. g. Group funds must be invested as specified by the Trustee Act h. Group funds may be invested in one of the special schemes run by Headquarters. i. The bank(s) at which the Group 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. Ben

Operating as Charity Always include your Charity Number on anything that refers to funds, e.g. accounts, letters, cheques, minutes, reports, etc. Straight forward if a Registered Charity Not allowed to use another charity number if operating as an excepted charity Charity number (or ‘An Excepted Charity’) must be on all fundraising, e.g. raffle tickets, programmes, gift aid, subscription letters, etc.

Gift Aid Gift Aid is a scheme enabling charities to reclaim tax on a donation made by a UK taxpayer, effectively increasing the amount of the donation. If possible, collect subscriptions (HMRC dispensation) and donations via Gift Aid Need to make a Gift Aid declaration Adds 25% to your income from tax payers Ideally collect subscriptions through a standing order to make process simple It is illegal to collect other things like event costs through Gift Aid, e.g. camp or trip fees

Approval of Expenditure
Financial Controls Approval of Expenditure Evidence Expenses Policy Cheques Online Banking Second Signatory Approval of expenditure – Making sure that you are confident that payments are approved and accurate, and have supporting evidence. Consider: Have you got an invoice? Have the goods and services been received or completed? Is the claim a reasonable expense for the purpose of the charity? Evidence- All items of income and payment should be presented with supporting paperwork; bank statements, receipts, invoices and cheque stubs should be produced alongside payment requests and financial reports Expenses Policy – It is important to set clear guidelines for what can and cannot be claimed as expenses. Be clear about items that might be seen as ambiguous i.e. personal ink cartridges, petrol receipts and any limits for claims. Cheques – Expenses cheques should require two signatories so that the payment is given on the authority of more than one individual. Income cheques should be recorded and banked promptly and stored safely before banking. Copies of acknowledgements and thank yous should be kept for examination. Online banking- Online banking should still be subject to careful control. If the Group, District or County decides to use online banking they should enact similar procedures to cheques, using two signatories to authorise any transactions electronically. You should be wary of using online banking without safeguards like this. Second signatory – A second independent person to authorise cheques and payments on line can provide protection, as long as the second signatory is vigilant. Before they sign they should ask themselves: are they sure that the expense is reasonable, falls within agreed expenditure budgets, and is properly evidenced. Cash- Make sure receipts are received for petty cash payments, and these are recorded in the accounts properly. When receiving cash donations treat these as you would cheques, storing safely and recording and banking promptly. Fundraising- All funds collected in cash should be checked by at least two people, recorded appropriately, and money stored in a secure manner before it is banked. Cash Fundraising Events

Executive Committee Meetings

Typical Annual Cycle AGM – appoint Executive & roles for the year
Typically about 3 ‘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 & sign the Annual Report and Accounts Next AGM

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 Driven by the Chairman

Meeting Arrangements Location and time 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 more likely 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 Safety Trustee responsibilities

Reserves & Investments Opening & Closing Sections
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 Accounting and Auditing Insurance, Buildings, Contents, Equipment Annual Report and Accounts Reserves & Investments Fundraising Subscriptions Setting & Collection Group Development Assist in formulating Group Development Plan Assist in Leader / Helper Recruitment Opening & Closing Sections Criminal Records Checks & Induction Assist in negotiating any Agreements Equipment Fit for Purpose? Properly stored and maintained Registered and Insured Minibus or trailer? Camping Equipment Activity Regular Executive Meetings Delegation / Sub Groups Stuart

Minutes Summary of the meeting (not a verbatim record of what everyone said) Record key decisions and basic rationale for them Record all actions (what they are, who is going to do it and by when) Good idea for Chairman to review the draft minutes before they are issued Get the draft minutes out as soon as possible after the meeting so that people know their actions and can comment early on any disagreements with them Approve the minutes at your next meeting Recorded in your ‘minutes book’ for records Ben

Safety in Scouting

Safety In Scouting 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 Responsibilities
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.

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

Managing A Safe Scout Premises
Proactive approach, including reporting potential problems Looking at all users of the premises Simple, regular risk assessments Doing something about the residual risks Who By when Sign off Part of the normal business of Executive Committees

Questions? Further information:
Information Centre or

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

Thank You

Key Handouts 1 FS330077 – The Group Executive Committee
FS – Chairman of the Executive Committee BS A Guide for the Group Chairman FS – Secretary of the Executive Committee BS A Guide for the Group Secretary FS – Treasurer of the Executive Committee BS A Guide for the Group Treasurer FS – Executive Committee Member BS A Guide for the Group Supporter

Key Handouts 2 A Guide to Supporting Young People on Committees
FS – Managing a Safe Scout Premises Safety Checklist for Executive Committees Various Charity Commission publications, including CC3 – The Essential Trustee POR – The Scout Association - Policy, Organisation and Rules Individual role descriptions etc.

in your Group, District and County
Together WE CAN DO IT Its worth remembering through out this process that the previous video clip, as a volunteer and a member of staff the words “oh that’s impossible” often immediately ring out when we start talking about adult recruitment. So its worth baring this in mind…. in your Group, District and County Thank You

Executive Training 14th November 2015 Welcome!.

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Executive Training 14th November 2015 Welcome!.

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