Effective Executive Committees

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Effective Executive Committees
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What well cover

• The roles and responsibilities of the Executive
  Committee
• What makes an effective Executive Committee
  member and how to get hold of them
• Induction for Executive Committee members
• How effective Executive Committee meetings run
• Successful AGMs

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Roles and responsibilities

• Charity Trustees
• Supporting Scouting in Group / District

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Charity Trustees

• Are legally responsible for overall management
  and decision making.
• Act only in the best interests of the charity.
• Act as a reasonable person.
• Might be liable if the charity loses money.
• a considerable responsibility

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Help is at hand

• Charity Commission publications to help
• CC3 Responsibilities of Charity Trustees
• CC3(a) A summary of the above.
• Excellent web site
• www.charity-commission.gov.uk

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Roles and responsibilities

• Charity Trustees
• Supporting Scouting in Group / District

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Providing Support

• The Group Executive Committee exists to support
  the GSL in meeting the responsibilities of the
  appointment.
• The District Executive Committee exists to
  support the DC in meeting the responsibilities of
  the appointment and to provide support for Scout
  Groups and Explorer Scout Units.

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Financial administration
Maintenance
Raising funds
Insurance
Group public occasions
Assisting with ongoing recruitment
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Promoting development
Co-operation with other organisations
AppointmentsAdvisory Committee
Administration of finance and property
District administration
Other sub-committees as necessary
Raising funds
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Executive Composition

• Executives comprise people attending
• by right of appointment (ex-officio)
• elected at the AGM
• nominated by GSL/DC in consultation with
  chairman and
• co-opted by the committee

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Recruiting Executive Members

• Who?
• Where from?

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Which Qualities?

• Common sense.
• Ability to weigh up arguments and to make
  decisions.
• Real interest in Scoutings aim and method.
• Group or District-wide view.

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What sort of people?

• People who will question things difficult
  questions can be helpful.
• People with different perspectives.
• Independent thinkers not sheep.
• People with contacts who can help Scouting.

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Recruitment process

• Use a step-by-step approach
• Create role descriptions and person
  specification.
• Generate list of who could do the job.
• Ask your best choice.
• Consider existing members.

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Sources of recruitment

• From where do we get these people?

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Executive induction

• Now having recruited some new members for the
  Executive, it is important to ensure that they
  get a good induction and feel motivated to stay
  and contribute.

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Executive inductionfirst steps

• Ensure new member has a copy of the role
  description that was agreed during recruitment.
• Provide some background information about the
  Executive and its responsibilities.

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Executive inductionafter the AGM

• Responsibilities of the Exec.
• Background of Group and Exec. inc. Development
  plans
• Sub-Committees what and how
• Introductions of key people
• Charity Trustee responsibility
• Directory of Scouting contacts

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Executive inductionhelp is at hand

• Chairperson, treasurer, secretary and supporter
  books.
• Role descriptions.
• Factsheet on the role of Executives.
• Induction toolkit.
• P.O.R. (honest!)

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Effective meetings

• Pre-prepared agenda combining items from GSL and
  Chairman
• Use timed agendas
• How often should we meet and when?
• Themed meetings can provide more focus
• Feedback to Exec. from Leaders meetings
• Dont forget sub-Committee meetings
• Any other business collected before the meeting
• AGM compulsory, but not compulsory to be
  boring!

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The AGMcompulsory business

• Receive and consider the annual report, including
  the annual statement of accounts
• approve the Group Scout Leader's nomination of
  the Group Chairman and nominated members of the
  Group Executive Committee
• elect a Group Secretary and Group Treasurer
• elect certain members of the Group Executive
  Committee and
• appoint an auditor or independent examiner or
  scrutineer as required

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Some AGM suggestions

• Dont hold an AGM on its own
• Combine it with a social event, workshop,
  presentation evening, etc.
• Parents want to see their children achieve and
  receive
• Think wider than the Group invite the community
• Get as much of the preparation as possible done
  in advance for the key business
• Dont let the meeting drag on - 30 mins max
• Dont take any other business at the AGM