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Title: Executive Training

Executive Training
  • South Marches District 6th April 2014

Executive Training
  • South Marches District 6th April 2014

Presented by Derek Barnes County Commissioner
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
  • Short Questions and Answers

Programme 2
  • Vision
  • Effective Meetings and AGMs
  • Supporting Young People
  • AGMs and Annual Requirements
  • Funds and Bank Accounts
  • Effective Meetings
  • Safety in Scouting
  • Question and Answer session
  • Slides at http//www.malvernscouts.org.uk/?qnode
  • or on malvernscouts.org.uk
  • Executive Support / South Marches Apr14

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
  • ??

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

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!

  • You have a role on an Executive Committee (Group,
    District or County)
  • Could be Chairman, Secretary, Treasurer or Member
  • 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

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
The Values of Scouting
  • Integrity - We act with integrity we are honest,
    trustworthy and loyal
  • Respect - We have self-respect and respect for
  • Care - We support others and take care of the
    world in which we live
  • Belief - We explore our faiths, beliefs and
  • Cooperation - We make a positive difference we
    cooperate with others and make friends

The Scout Method
  • Scouting takes place when young people, in
    partnership with adults, work together based upon
    the values of Scouting and
  • Enjoy what they are doing and have fun
  • Take part in activities indoors and outdoors
  • Learn by doing
  • Share in spiritual reflection
  • Take responsibility and make choices
  • Undertake new and challenging activities
  • Make and live by their Promise

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

  • A constitution is a set of fundamental principles
    according to which the charity is operated and
  • Each Group / District / County needs a written
  • 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
  • In the absence of anything else formally adopted,
    The Scout Association Constitution applies
  • Following slides assume The Scout Association
    Constitution (or something similar)

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)

Rule 3.22 Management of the Scout Group
  1. 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
  2. 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.
  3. The Group Scout Leader is assisted and supported
    by the Group Scouters in the delivery of the
    Balanced Programme for young people within the

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
  • 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
Group Executive Committee
Ex Officio Members Group Chairman, GSL, AGSL,
Secretary, Treasurer, Section Leaders
Nominated Members Up to the number elected.
Nominated by GSL at the AGM.
Elected Members Between 4 and 6 members elected
by the Group Scout Council at the AGM.
Co-opted Members Annually co-opted by the
Executive. Cannot exceed the number of elected
Right of Attendance District Commissioner and
District Chairman.
As from the 2011 Group AGM, Section Leaders are
only members of the Group Executive if they
choose to opt-in (2011 POR change).
District Executive Committee Structure
District Executive Committee
Ex Officio Members Chairman, District
Commissioner, Secretary, Treasurer, District
Scout Network Leader, District Explorer Scout
Nominated Members Up to the number elected.
Nominated by DC at the AGM.
Elected Members members elected by the District
Scout Council at the AGM.
Co-opted Members Annually co-opted by the
Executive. Cannot exceed the number of elected
Right of Attendance County Commissioner and
County Chairman.
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
Duty of Prudence
Duty of Compliance
Duty of Care
Accept Responsibility
Act with Integrity
Responsibilities of Charity Trustees
Charity Commission
  • Website http//www.charitycommission.gov.uk

Charity Commission Publications
Charity Commission Publications
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Sub Committees
  • Delegate clear responsibilities
  • Require a clearly defined purpose,
    responsibilities and structure
  • Formed by the Executive Committee
  • Responsible to the Executive Committee for their
  • Not charity Trustees because on sub committee

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 https//members.scout
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 https//members.scout
  • 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.

Trustee Indemnity Insurance
  • Covered as part of the subscription fee to The
    Scout Association (only paid by full members)
  • Are you a registered member (to be covered)?
  • Broadly speaking covers personal liability,
    providing individuals have endeavored to follow
    POR, Charity Law, etc.
  • Whos covered ex officio, elected, nominated and
    co-opted members
  • Criminal actions are not covered

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
  • Section Leaders opting in should be listed as
    Executive Members
  • For registered charities, you will also be listed
    on the Charity Commission website see later

How do you know you are a Registered Member 2
  • You will have had a satisfactory DBS (CRB) check
  • Will have been issued with a Scout Association
    membership number (and possibly certificate of
  • Will appear on the Membership System (MMS - often
    referred to as My Backpack)
  • Should receive periodic communications from The
    Scout Association (although these can be turned

We e-mailed Scouting Times to all adults
registered with The Scout Association in Hereford
Worcester with a valid e-mail address at the
start of September
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)

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

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
  • 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

Responsibilities of the Group Executive (POR
3.23b) part 2 of 3
  • 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

Responsibilities of the Group Executive (POR
3.23b) part 3 of 3
  • 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

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.

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

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

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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
  • Forward looking (not just reactive)
  • Things dont just happen at meetings! The jobs
    are done between meetings.

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
  • Dont try to do everything at once prioritise
  • Have a Development Plan (produced in conjunction
    with the Leaders)

Your Role
  • Chairman
  • Secretary
  • Treasurer
  • Member (or supporter)

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

Role Descriptions
Chairman Treasurer Secretary Member
All available on scouts.org.uk
All available on scouts.org.uk or under Executive
Support on malvernscouts.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

Scoutings Vision 2012
  • A Growing Movement
  • A Youth Led Movement
  • A Sound Movement
  • A more Relevant and Focussed Movement
  • A Diverse Movement

? Improved ? ? Improved
Hereford Worcester Growth
Hereford Worcester Growth
South Marches District Growth
Vision 2018
Scouting VideoVision 2018
  • The video 2018 is available for download from
    Scouts.org.uk or via YouTube

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Effective Meetings
Executive Meetings
  • Plan well beforehand and let all know the focus
  • Dont go over and over the same ground
  • Make sure that all key topics are covered every
  • Potential areas to be covered?

Conduct of Meetings
  • Only members can vote
  • Decisions are made by a majority of votes cast by
    those present at the meeting
  • No Chairmans 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

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
  • Recent statistics on recruitment
  • Approx 47 coming up through Scouting
  • Approx 47 parents/guardians
  • Approx 6 off the street

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)?

Scouting is
  • Fun
  • Challenge
  • Adventure

For Young People Adults
Young People on Committees
  • Strongly encouraged
  • 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)

Young People on Committees
Annual General Meetings
Preparing for 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

Making AGMs more exciting?
  • Table written reports distribute beforehand if
  • 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

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
  • AGM accepts the annual report and accounts
    (previously agreed by the Group Executive) then
    submits them to the District and the Charity
  • 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 an AA Form
    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
  • 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 GSLs nomination for Group
  • To elect the other officers (Secretary

Standard Group AGM Agenda 2
  • To elect members to the Executive
  • The GSL to announce their nominations for the
  • To co-opt members onto the Executive
  • To appoint an independent examiner for the coming
  • To formally record those Section Leaders who have
    opted to be members of the Executive
  • Any resolutions
  • Close the meeting

Example AGM Resolutions
  • The Scout Council resolve to adopt the standard
    Group / District Constitution found in The Scout
    Associations 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.

Annual Reports Accounts
Annual Report Contents
  • Reference and administration details
  • List the Trustees (and dates)
  • 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 LT700001 or free text can be used
  • If in doubt look at CC15b (Section H is a

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
  • Soon adds up

Annual Accounts
  • Under 100k, simple receipts and payments
  • Form LT700002/3, Excel, Word or free text can be
  • Over 100k, accrual accounts must be used
  • Form LT700004 or free text can be used
  • Independent scrutiny / examiner / audit
  • Keep them simple and make sure you understand
  • Executive agree and sign them off (as Trustees)
  • If in doubt look at CC15b

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
250,000 - 500,000
A Registered Auditor
More than 500,000
  • Intended to protect against a cash-flow problem
    or unexpected drop in income or rise in
    expenditure or take advantage of an opportunity
  • Level of reserves agreed by trustees (and
  • 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

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

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

South Marches District Scout Council
South Marches District Scout Council
South Marches District Scout Council
South Marches District Scout Council
Funds and Bank Accounts
Funds and Bank Accounts
  • Groups POR 3.49 and 3.50 - extract
  • Each Section must itself administer sums
    allocated to it by the Group Executive Committee
  • The Group Treasurer should make the necessary
    records and pay the money into the Group bank
    account(s) as soon as practicable.
  • Each Section 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

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 3.50
  • District POR 4.60 and 4.61
  • County POR 5.48 and 5.49

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.

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.

Rule 3.50 Bank Accounts(very similar wording for
  • 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
  • b. The account(s) will be operated by the Group
    Treasurer and other persons authorised by the
    Group Executive Committee.

Rule 3.50 Bank Accounts(very similar wording for
  • 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.

Rule 3.50 Bank Accounts(very similar wording for
  • 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 2000.
  • 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

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
  • Have to get agreement of your parent charity if
    operating as an exempt charity
  • Charity number must be on all fundraising, e.g.
    raffle tickets, programmes, gift aid,
    subscription letters, etc.

Financial Controls
Approval of Expenditure
Expenses Policy
Online Banking
Second Signatory
Fundraising Events
Executive Committee Meetings
Typical Annual Cycle
  • AGM appoint Executive roles for the year
  • Typically about 3 normal business meetings per
  • 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 approve
    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

  • Send out Early
  • Briefing papers and updates on actions with
  • 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)

  • 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

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  • 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

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
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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.
  • www.scouts.org.uk/safety

Particular safety responsibilities of Executive
  • 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

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Safety In Scouting
  • Adventurous Activities
  • Generally very good safety record
  • Follow rules, for example
  • Correct Permits
  • Scout Lead / Externally Lead Activities
  • Right equipment and ratios
  • Normal leaders, if you are not happy, dont let
    the activity proceed

Safety In Scouting
  • Normal Activities
  • Where more accidents are happening
  • Make sure
  • InTouch fully in place
  • Leader in charge of each activity is always 100
  • Executives understand their responsibilities for
    buildings, sites, equipment, etc.

Reporting Accidents 1
  • It is not possible to give an absolute ruling on
    what should be reported. If in doubt, telephone
    The Scout Information Centre on 0845 300 1818 and
    seek advice
  • However, as a general guide - Minor injuries
    (cuts, grazes) which are dealt with by first aid
    and which require no further medical intervention
    do not need to be reported. However, if a minor
    injury deteriorates and it is discovered that
    Parents / Guardians have taken the young person
    for further treatment the incident reporting
    procedure should be followed.

Reporting Accidents 2
  • Any injury or illness which requires medical
    intervention by a Doctor, Dentist or at a
    hospital should be notified to Scout Insurance
    Services irrespective of any subsequent
    diagnosis. For example, if a young person is
    taken to hospital with a suspected broken arm but
    it turns out to be only badly bruised, the
    incident should still be reported.
  • Incidents should also be reported where emergency
    services have been contacted, irrespective of
    whether anyone was injured.

Safety In Scouting
  • Near Misses
  • New simple, on-line near miss form available on
    the scouts.org.uk
  • Not yet clear how the information will be
    collated and feedback by Headquarters
  • Important to capture the information so please
    make sure you use the form!

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Managing A Safe Scout Premises
  • Proactive approach, including reporting potential
  • 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

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Hereford Worcester Scout County
Hereford Worcester Key Areas
  • Adult Support (John Day)
  • Training, courses, validation, awards
  • Programmes International (Ann Clark)
  • Balanced Programme, Sections (Beavers through
    Network), International visits
  • Activities (Rob Williams)
  • Permits, assessors, advisors, Kinver campsite,
    Activate and Active Support

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Scouting Video Take a closer look
  • The video Take a closer look is available for
    download via YouTube or Scouts.org.uk ref
  • UKScoutAssociations Channel
  • YouTubep u 7 m1RxuaNu-E

Thank You
Key Handouts 1
  • FS330077 The Group Executive Committee
  • FS330030 Chairman of the Executive Committee
  • BS310022 - A Guide for the Group Chairman
  • FS330032 Secretary of the Executive Committee
  • BS310020 - A Guide for the Group Secretary
  • FS330034 Treasurer of the Executive Committee
  • BS310021 - A Guide for the Group Treasurer
  • FS330101 Executive Committee Member
  • BS310023 - A Guide for the Group Supporter

Key Handouts 2
  • A Guide to Supporting Young People on Committees
  • FS320010 Managing a Safe Scout Premises
  • Safety Checklist for Executive Committees
  • Various Charity Commission publications,
  • CC3 The Essential Trustee
  • POR The Scout Association - Policy,
  • and Rules
  • etc.

  • Further information
  • Information Centre info.centre_at_scout.org.uk 08
    45 300 1818

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in your Group, District and County Thank You
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