1. Bromsgrove – 20th November 2011
Executive Training
Bromsgrove – 20th November 2011
Welcome!

2. Domestic Announcements

3. Programme 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:
or Executive Support / Bromsgrove - Nov on malvernscouts.org.uk
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?

4. IntroductionS

5. Purpose of Today
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
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?

6. Purpose of Scouting
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.
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?

7. The Scouting Method Young people, in partnership with adults:
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.
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?

8. Fun Challenge & Adventure
Scouting provides
Fun
Challenge
& Adventure
See Module 1 (taught, DVD or on-line) for more information
Module 1 – Scouting Essentials
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?
for young people and Adults

9. Policy, Organisation and Rules
Look on Scouts.org.uk or ScoutBase.org.uk for latest version
Latest version at: uk/supportresources/71

10. For Young People & Adults
Scouting is:
Fun
Challenge
Adventure
For Young People & Adults
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….

11. 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

12. an Executive Committee?
What is the purpose of
an Executive Committee?

13. 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 Committee
We’ll put them up and compare
Ben

14. Email: executive.committee@scout.org.uk

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)
Ben

16. 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.

17. 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
Ben

18. District What it does… 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
Ben

19. County What it does… 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
Ben

20. 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 Exempt Charity rules
Ben

21. 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 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 Structure
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.
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

23. County Executive Committee Structure
Ex Officio Members
Chairman, County Commissioner, Secretary Treasurer,
County Scout Network Leader
Elected Members
members elected by the District 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

24. 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
Stuart

25. 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
Stuart

26. Charity Commission
Website
Stuart

27. Charity Commission Publications
Stuart

28. Charity Commission Website
Stuart

29. 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
Stuart

30. 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)
Stuart

31. Responsibilities of the 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.
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.”
Ben

32. 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)

33. 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.
Ben

34. Stuart

35. 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!
Ben

36. 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?
Ben

44. Scouting Video thinkUknow
The video “Think you know Scouting” is available for download in the Scouts Brand Centre at in the videos section.

45. 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

46. Effective Executive Committees

47. Support the Group/District/County
Role of the 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 the GSL/DC/CC
Ben

48. Stuart

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
Ben

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
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)?
Ben

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

52. 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
Ben

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

54. Effective Meetings and AGMS

55. 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?
Ben

56. Who is invited to a Group AGM?

57. ?

58. Who is Invited to a Group AGM?
Leaders, Section Assistants & Helpers
Parents/Guardians
Executive Members
Examiner/Scrutinizer
President/Vice Presidents
Representatives from District/County
Group Scout Council
Guests

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

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

61. 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

62. 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)
Ben

63. Essential requirements of a Group AGM 2
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
Close the meeting
Ben

64. How do we make AGMs more exciting?

65. 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

66. Executive Committees ….

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

68. Group Executive Committee?
Who is attends a
Group Executive Committee?

69. 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

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

71. 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)

72. 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

73. 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

74. Any Questions? Further information:
Information Centre

75. Questions? 75

76. Registered Charity Number 524615
Bromsgrove District
Registered Charity Number 76

78. Bromsgrove District Directory
Leaders, Section Assistants & Helpers
Group Executive Committee
For each - role, address, and phone number

79. Bromsgrove District Appointments Secretary – David Paget Welcome Packs
Forms and CRB checks
Appointments administration
Local Training Manager – Val Fitzpatrick
Training materials & records
Training Courses & Validation
Appointment of Training Advisors

80. 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:
Full membership lists (helps with InTouch & District Directory)
Census return
Subscriptions paid during March each year
For £29.50 (£21 Headquarters + £4.50 County + £4 District

81. Charity Commission Website

82. Bromsgrove District

83. Bromsgrove District

84. Bromsgrove District
Key Vacancies
+ Desirable Vacancies

87. Appointments

88. Line Manager explains the role, reasonability and obligations to them
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 individual
and checks the rest of the forms
Forms passed to District Appointment’s Secretary with key information including Line Manager and role 88

89. District Appointments Secretary adds individual to HQ database
District Appointments Secretary checks forms and information received (appointment, line manager, role, Group, etc.)
District Appointments Secretary adds individual to HQ database
(In due course this will trigger an HQ Welcome Pack)
Occasional Helper (OH Form)
Executive (AA Form)
Leader or Assistant (AA Form)
Module 1 completed as soon as possible and, ideally 1st Response and Child Protection. Other training encouraged.
Module 1 completed as soon as possible and, ideally 1st Response and Child Protection. Other training possible.
Appointment Process on following charts
Leader expected to complete their training for role within 3 years of appointment
HQ checks
Appointment comes through and individual informed / presented 89

90. Appointments 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

91. Questions? 91

92. 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

93. in your Group, District and County
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