1. Executive Training – Part 1
Ross District – 6th November 2012
Welcome!

2. Domestic Announcements

3. Programme 1 Introductions and background
The purpose of Executive Committees
Membership of Executive Committees
Group / District Structure
Responsibilities of Executive Committees
Impact of Scouting
Effective Executive Committee Roles
Questions and Answers
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. Programme 2 Effective Executive Committees Effective Meetings and AGMs
Supporting Young People
Annual Requirements
Meetings
Safety in Scouting
Question and Answer session
Slides at:
or Executive Support / Ross - Nov 12 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?

5. IntroductionS

6. Purpose of these evenings
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
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?

7. 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?

8. 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….

9. 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?

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

11. What is the
purpose of an
Executive Committee?

12. Executive Committee
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

13. 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

14. 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 Exempted Charity rules
Ben

15. 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.]
In the absence of anything else formally adopted, The Scout Association Constitution applies
Following slides assume The Scout Association Constitution (or something similar)
Ben

16. 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

17. 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.

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

19. Membership of the Group Scout Council
All Leaders, Section Assistants, Skills Instructors & Helpers
Parents/Guardians of all young members
Executive Members, Group Advisors & Administrators
Examiner/Scrutinizer, President/Vice Presidents
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

20. 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)

21. District Scout Council
Membership of the
District Scout Council
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

22. 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

23. 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).

24. 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

25. County Executive Committee Structure
Ex Officio Members
Chairman, County Commissioner, Secretary, Treasurer,
County Scout Network Leader
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

26. 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”
The Charity Commission

27. 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
Stuart

28. 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
Stuart

29. Charity Commission
Website
Stuart

30. Charity Commission Publications
Stuart

31. Charity Commission Website
Stuart

32. 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

33. 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

34. are a Registered Member 1
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 eligible to take on the responsibility
Section Leaders opting in should be listed as Executive Members

35. are a Registered Member 2
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)

36. 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

37. Killing some Myths
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)

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

39. 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

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

41. Executive Meetings Plan well beforehand and let all know the focus
Don’t go over and over the same ground
Make sure that all key topics are covered every year
Potential areas to be covered?

42. Stuart

43. 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

44. Vision

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

46. Scouting’s Growth

47. Hereford & Worcester Growth

48. Ross-on-Wye

49. The Impact of Scouting

51. Scouting’s Vision 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

52. Effective
Executive Committees

53. 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

54. 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 with the Leaders)
Ben

55. Engaging 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’
Ben

56. 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

57. Your Role
Chairman
Secretary
Treasurer
Member (or supporter)
Ben

58. Your Role Summarised Chairman
Chair meetings (everyone involved, times, etc.)
Lead key decisions, Communications
Secretary
Agendas, Minutes of meetings, Keep records
Census, prepare Annual Report
Treasurer
Look after all funds
Account for 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

59. Guides All available on scouts.org.uk
or under Executive Support on malvernscouts.org.uk

60. 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

61. Questions? 61

62. Think You Know Scouting

63. 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

64. 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
Thanks You