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Executive Training

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Title: Executive Training


1
Executive Training
  • Malvern 23rd September 2012

Welcome!
2
Domestic Announcements
3
Programme
  • Introductions and background
  • The Key Role of Executive Committees
  • Effective Executive Committees
  • Effective Meetings and AGMs
  • Safety in Scouting
  • Question and Answer session
  • Slides at http//www.malvernscouts.org.uk/?qnode
    /529
  • or Executive Support / Malvern - Sept 2012
    on malvernscouts.org.uk

4
IntroductionS
5
Purpose of this morning
  • 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

6
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 (POR change January 2011)
  • You have completed Module 1 (Getting started) and
    know a bit about Scouting

7
Scouting is
  • Fun
  • Challenge
  • Adventure

For Young People Adults
8
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.
9
  • Policy, Organisation and Rules (POR)
  • Look on Scouts.org.uk for latest version

10
What is the purpose of an Executive Committee?
11
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

12
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

13
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

14
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.
  • Following slides assume The Scout Association
    constitution (or something similar)

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)

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

19
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)

20
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

21
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

22
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
members.
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).
23
District Executive Committee Structure
District Executive Committee
Ex Officio Members Chairman, District
Commissioner, Secretary Treasurer, District
Scout Network Leader, District Explorer Scout
Commissioner
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
members.
Right of Attendance County Commissioner and
County Chairman.
24
County Executive Committee Structure
County Executive Committee
Ex Officio Members Chairman, County Commissioner,
Secretary, Treasurer, County Scout Network Leader
Nominated Members Up to the number elected.
Nominated by CC at the AGM.
Elected Members members elected by the County
Scout Council at the AGM.
Co-opted Members Annually co-opted by the
Executive. Cannot exceed the number of elected
members.
Right of Attendance Regional Commissioner.
25
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
26
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

27
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

28
Charity Commission
  • Website http//www.charitycommission.gov.uk

29
Charity Commission Publications
30
Charity Commission Website
31
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

32
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.
  • Whos covered elected, nominated and co-opted
    members
  • Criminal actions are not covered

33
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 edible to take on the
    responsibility

34
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)

35
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.

36
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)

37
Simple Group Structure
Group Scout Leader
Group Chairman
Executive Committee
Group Leaders Meeting
  • Section Leaders
  • Beaver Leaders
  • Cub Leaders
  • Scout Leaders
  • Sub Committees
  • Working Parties
  • Project Teams

38
Responsibilities of the Group Executive (POR
3.23b)
  • the maintenance of the Groups property and
    equipment
  • the raising of funds and the administration of
    the Groups finance
  • the insurance of persons, property and equipment
  • Group public occasions
  • assisting with the recruitment of Leaders and
    other adult support.

39
Simple District Structure
District Commissioner
District Chairman
Executive Committee
District Leaders Meetings
  • ADCs, DESC, etc.
  • Explorer Leaders
  • Network Leaders
  • Group Scout Leaders
  • Beaver Leaders
  • Cub Leaders
  • Scout Leaders
  • Sub Committees
  • Working Parties
  • Project Teams

40
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
    year
  • Potential areas to be covered?

41
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42
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 dont just happen at meetings!

43
Vision
44
Scoutings Vision 2012
  • A Growing Movement
  • A Youth Led Movement
  • A Sound Movement
  • A more Relevant and Focussed Movement
  • A Diverse Movement

? Improved ? ? Improved
45
Scoutings Growth
46
Hereford Worcester Growth
47
The Malverns
48
The Impact of Scouting
49
2012 The Impact of Scouting Video
  • Video can be down loaded from Scouts.org.uk by
    following the link from 2012 AGM or by going to
    the media centre

50
Scoutings 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

51
Effective Executive Committees
52
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

53
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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

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

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)?

57
Your Role
  • Chairman
  • Secretary
  • Treasurer
  • Member (or supporter)

58
Guides
All available under Executive Support on
malvernscouts.org.uk
59
Discussion 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?

60
Effective Meetings and Annual General Meetings
61
Annual General Meetings
62
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

63
A few points about Group AGMs
  • Required to be held within 6 months of the end of
    the financial year
  • All the Group Scout Council, including the DC and
    District Chairman, must be invited
  • AGM accepts the annual report and accounts
    (previously agreed by the Executive) then
    submits them to the District and the Charity
    Commission
  • 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

64
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
    Administrators
  • 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)

65
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 GSLs nomination for Group
    Chairman
  • To elect the other officers (Secretary
    Treasurer)

66
Essential requirements of a Group AGM 2
  • To elect members to the Executive
  • The GSL to announce their nominations for the
    Executive
  • To co-opt members onto the Executive
  • To appoint an independent examiner for the coming
    year
  • To formally record those Section Leaders who have
    opted to be members of the Executive
  • Close the meeting

67
District Annual General Meetings
68
Who is Invited to a District AGM?
  • District Scout Council (voting rights)
  • Commissioners, Active Support Managers, Scouters,
    Administrators, Section Assistants, Skills
    Instructors, Advisers, all Explorer Scouts, all
    members of the District Scout Network, Chairmen
    of Troop Leadership Forums in the District,
    Members and Associate Members of the Movement
    registered in the Scout District and including
    Members of District Scout Active Support Units,
    all parents of Explorer Scouts, persons elected
    or reselected annually by the District Scout
    Council on the recommendation of the District
    Commissioner and the District Executive
    Committee, the County Commissioner and County
    Chairman are ex-officio members of the District
    Scout Council.
  • Guests and Visitors (no voting rights)

69
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)

70
Essential requirements of a District 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 DCs nomination for District
    Chairman
  • To elect the other officers (Secretary
    Treasurer)

71
Essential requirements of a District AGM 2
  • To elect members to the Executive
  • The DC to announce their nominations for the
    Executive
  • To co-opt members onto the Executive
  • To appoint an independent examiner for the coming
    year
  • To elect Group Scouters to represent the District
    on the County Scout Council
  • Close the meeting

72
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

73
Annual Accounts
  • Under 100k, simple receipts and payments
    accounts
  • Form LT700002/3, Excel, Word or free text can be
    used
  • Over 100k, accrual accounts must be used
  • Form LT700004 or free text can be used
  • All significant assets need to be recorded
  • Keep it simple and make sure you understand them!

74
Submission
  • 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

75
The Malverns Submissions
76
2nd Malvern Submissions
77
Funds and Bank Accounts
78
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
    months.

79
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

80
Rule 4.61 Bank Accounts
  • a. All monies received by or on behalf of the
    District either directly or via supporters, must
    be paid into bank account(s) held in the name of
    the District. The account may, alternatively, be
    a National Savings Account or a building society
    account.
  • b. The account(s) will be operated by the
    District Treasurer and other persons authorised
    by the District Executive Committee.
  • c. A minimum of two signatures must be required
    for withdrawals.

81
Rule 4.61 Bank Accounts
  • d. Under no circumstances must any monies
    received by any one on behalf of the District 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 District Executive Committee has
    so authorised beforehand and if a proper account
    of the receipts and payments is kept.
  • f. Funds not immediately required must be
    transferred into a suitable investment account
    held in the name of the District.

82
Rule 4.61 Bank Accounts
  • g. District funds must be invested as specified
    by the Trustee Act 2000.
  • h. District funds may be invested in one of the
    special schemes run by Headquarters.
  • i. The bank(s) at which the District 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 appropriate.

83
Executive Committee Meetings
84
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

85
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

86
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)

87
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
  • Safety
  • Trustee responsibilities

88
Typical Annual Cycle
  • AGM appoint Executive roles for the year
  • Typically about 3 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 approve
    the Annual Report and Accounts
  • Next AGM

89
Safety in Scouting
90
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
91
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92
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

93
Particular safety responsibilities of Executive
Committees
  • 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

94
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95
Safety In Scouting
  • Adventurous Activities
  • Follow rules, for example
  • Correct Permits
  • Scout Lead / Externally Lead Activities
  • Right equipment and ratios
  • As normal leaders, if you are not happy, dont
    let the activity proceed

96
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
    clear
  • Executives understand their responsibilities for
    buildings, sites, etc.

97
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!

98
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99
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100
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

101
Thank You
102
Key Handouts
  • FS330077 The Group Executive Committee
  • FS330037 Role Description for Group Chairman
  • BS310022 - A Guide for the Group Chairman
  • FS330064 Role Description for Group Secretary
  • BS310020 - A Guide for the Group Secretary
  • FS330065 Role Description for Group Treasurer
  • BS310021 - A Guide for the Group Treasurer
  • BS310023 - A Guide for the Group Supporter
  • A Guide to Supporting Young People on Committees
  • FS330036 District Chairman
  • FS330045 District secretary
  • FS330046 District Treasurer
  • FS320010 Managing a Safe Scout Premises
  • Safety Checklist for Executive Committees

103
Questions?
  • Further information
  • Information Centre info.centre_at_scout.org.uk 08
    45 300 1818

104
Together WE CAN DO IT
in your Group, District and County Thanks You
105
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