1. Effective Executive Committees

2. Support the Group/District
Role of the Committee
Support the Group/District
Look after the finances, fundraising, buildings, equipment, assets, etc.
Not to “do” the scouting
Ben

3. 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

4. Stuart

5. Engaging, Motivating and Retaining Executive Members
How do you recruit members?
Rarely at meetings (like AGMs)
Primarily through one to one discussion/comms
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

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

7. Normally in this Session:
Split into groups based on the specific roles
Discussion in groups about that role
Ben

8. New Guides ….
Treasurer and Member due to be added later

9. Effective Meetings and AGMS

10. 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

11. Who is invited to an AGM?

12. ?

13. Who is Invited to AGM? Leaders & Helpers Parents/Guardians
Executive Members
Examiner/Scrutinizer
President/Vice Presidents
Representatives from District/County
Guests

14. Must be held within 6 months of the end of your financial year
What are the essential requirements of an AGM?
Must be held within 6 months of the end of your financial year

15. Essential requirements of a Group AGM 1
To agree minutes of previous AGM
Apologies
Adopt the annual report
Adopt the financial report
To reappoint any President/Vice Presidents
To approve the GSL nomination for Group Chairman
Ben

16. Essential requirements of a Group AGM 2
To elect Secretary, Treasurer and any other position
To appoint an independent examiner for the year
The GSL to announce their nominations
To elect members to the Executive
To co-opt members to the Executive
Ben

17. How do we make AGMs more exciting?

18. Making AGMs more exciting?
Table reports
Keep to the point
NO any other business
Combine with another event
Advertise
Ensure that officers are asked beforehand
Ask young people to participate
Ben

19. Executive Committees ….

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

21. Who is attends an Executive Committee?

22. ?

23. Who attends a Group Executive Meeting?
Officers (Chairman, Secretary, Treasurer)
Section Leaders
GSL and AGSL
Executive Members
Representative from District

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

25. Agenda
Send out Early
Briefing papers and updates on actions with agenda
GSL / Section Leader / Finance / Building
Previous meeting actions
Only talk about “open” actions
Clear topics for discussions
Send out any supporting information
No AOB….

26. 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

27. Questions? 27

28. Registered Charity Number 1030019
The Malverns District
Registered Charity Number 28

29. www.malvernscouts.org.uk includes:
District Directory
District Events Calendar
Warren Oak bookings
Member Support
Leader Support
Executive Support
AGMs, Minutes, Reports, etc.
Loads of support information

30. The Malverns District
Covers Upton, Ledbury, Colwall, Cradley, Leigh and Malvern
10 Groups, 5 Explorer Units, County Network and local Scout Active Support Unit, plus BP Guild
Approximately 700 uniformed members
Annual events include:
St George’s Day
Camps
Activities/competitions mostly by Sections

31. Census, Subscriptions, Membership, etc.
Information to Groups in December each year
Annual Census – 31st January each year
Annual return in February each year:
Health check & Development plan
Membership lists (InTouch & District Directory)
Census return
Subscriptions (for 2010 £28/head – Headquarters, County & District) paid in March each year

32. Healthcheck Example

33. The Malverns District

34. A3 & A4 sizes – Don’t delay, start now
Recruitment
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….
Posters – Available
A3 & A4 sizes – Don’t delay, start now

35. A5 Recruitment Handouts

36. Gold Scout Mate Badge
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….

37. Warren Oak Campsite
District campsite at Warren Oak, Staplow, north of Ledbury, offers year round use.
Warren Oak is a large 15 acre camp site comprising a large area of grass land separated into a number of fields with a central group of buildings including a toilet block, holiday centre, stores and support buildings.
Key site maintenance from Active Support

38. The Malverns District Appointments Secretary – Pauline Richardson
Welcome Packs
Forms and CRB checks
Appointments administration
ADC Adult Support (Local Training Manager) – Ken Allcock
Training materials & records
Training Courses & Validation
Appointment of Training Advisors

39. Summary of Appointments & Review Process in The Malverns
The following slides present a simple overview of these processes in The Malverns

40. Person interested in becoming Leader or Occasional Helper
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
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 40

41. District Appointments Secretary adds individual to HQ database
District Appointments Secretary checks form 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)
Leader (AA Form)
Module 1 completed as soon as possible and, ideally 1st Response and Child Protection. Other training encouraged.
Appointment Process on following charts
HQ checks
Leader expected to complete their training for role within 3 years of appointment
Appointment comes through and presented 41

42. Individual invited to an Appointments Advisory Committee Meeting
Leader (AA Form)
District Appointments Secretary informs Local Training Manager and GSL / Line Manager
References taken up
as appropriate
Initial Training
Ideally Modules 1and 3 or 4 via
Line Manager or Training Advisor if appointed
Individual invited to an Appointments Advisory Committee Meeting 42

43. Local Training Manager appoints Training Advisor HQ issue Appointment
Individual, HQ & Line Manager / GSL informed of results of Appointments Advisory Committee
Local Training Manager appoints Training Advisor
HQ issue Appointment
Training Continues
(Normally complete within 3 years)
Presented to Individual
Appointment Review – typically every 2 to 5 years 43

44. The Review Process... Approx 3 months before expiry
Appointment Secretary sends Review Form to volunteer’s manager and informs adult
Manager holds review meeting with adult
Manager completes Form and returns to Appointment Secretary
Appointment Advisory Committee and Commissioner consider review and decide action. Results recorded on Form and person’s record
The Formal Process
To ensure that the reviews are performed at appropriate times, a new process has been put in place. The requirement to hold a review has not changed; the people involved has not changed; we have however introduced a form to record the activity and a requirement for the people involved to be informed by the Appointments Secretary.
Three months before the appointment expires, the Appointments Secretary will send an Appointment Review Form (AR) to the adult’s manager in Scouting.
The manager will organise and hold a review meeting with the adult concerned. They will then complete the review section of the form which covers First Aid, ongoing learning and the recommendation regarding the appointment.
The form is then returned to the Appointments sub-Committee to consider and make a decision as to the adult’s future role.
If the decision is that the appointment will be renewed, this will be for a specified period as agreed with the adult.
If re-assignment is recommended, the Appointments sub-Committee will need to ensure that the new role has been agreed by the adult and the manager of that role. They may need to meet with the adult to agree suitability before approving a new appointment.
If retirement is the recommendation, the Appointments Secretary will cancel the appointment in the normal way.
[Note to Presenter: Likely question what will Membership Management do for me in this process?]
Renew appointment
Cancel appointment
Change appointment

45. District Appointments Secretary sees the date coming
Appointment Review
District Appointments Secretary sees the date coming
Approx 3 to 6 months prior to the review date sends an assessment form to the Line Manager
CRB status checked and
re-done if necessary
Training information gathered
(including first aid and child safeguarding)
Line Manager has review with individual & completes assessment
Initial Assessment Completed
Individual may be invited to Appointments Advisory Committee Meeting
Individual, HQ & Line Manager / GSL informed of results from Appointments Advisory Committee 45

46. Scout Active Support in The Malverns needs you for:
InTouch
Fun • Assistance with Scouting events • Assistance at Warren Oak
Contact Mike or Liz Sneath Tel 46

47. Advanced Notice District Camp 2011 at Warren Oak 29th April to 1st May (optional 2nd May) Camp in Groups – Activities in Sections 1st May - Beavers visit & St George’s Service 47

48. Please use it Just ask if you would like an account!
Want to know more ….
has the information
Please use it Just ask if you would like an account! 48

49. Questions? 49

50. WE CAN DO IT in The MALVERNS
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 The MALVERNS