Executive TrainingSevern & Teme – 30th September 2012

WelcomeWelcome!!

• Introductions and background • The Key Role of Executive Committees• Effective Executive Committees• Vision• Effective Meetings and AGMs• Safety in Scouting• Question and Answer session Slides at: http://www.malvernscouts.org.uk/?

q=node/531 or Executive Support / S&T - Sept 2012 on

malvernscouts.org.uk

Programme

• 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

Purpose of this morning

• 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

Assumptions

Scouting is:

Fun Challenge

Adventure

For Young People & Adults

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.

Purpose of Scouting

Policy, Organisation and Rules (POR)

Look on Scouts.org.uk for latest version

What is the

purpose of an

Executive Committee?

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

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 effectivelyLeaders have the time to develop and deliver a balanced programme of activities

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 RulesNote: Applies whether individually registered as a

Charity or operating under the Exempted Charity rules

What is an Executive Committee?

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)

Constitution

• 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)

What is an Executive Committee

Rule 3.22 Management of the Scout Group

a.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.

b.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.

c.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.

Who are the members

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

Membership 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)

Responsibilities of the

Group 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

Membership of the

District Scout Council

• 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

Types of Membership of the

Executive Committee

Group Executive Committee

Group Executive Committee Structure

Nominated Members

Up to the number elected. Nominated by GSL at the AGM.

Ex Officio MembersGroup Chairman, GSL, AGSL, Secretary, Treasurer, Section Leaders*

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 membersof the Group Executive if they choose to opt-in (2011 POR change).

District Executive Committee

District Executive Committee Structure

Nominated Members

Up to the number elected. Nominated by DC at the AGM.

Ex Officio MembersChairman, District Commissioner, Secretary, Treasurer,

District Scout Network Leader, District Explorer Scout Commissioner

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.

County Executive Committee

County Executive Committee Structure

Nominated Members

Up to the number elected. Nominated by CC at the AGM.

Ex Officio MembersChairman, County Commissioner, Secretary, Treasurer,

County Scout Network Leader

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.

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

Obligations and ResponsibilitiesUnder 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

Obligations and ResponsibilitiesResponsibilities 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

Charity Commission

• Website http://www.charitycommission.gov.uk

Charity Commission Publications

Charity Commission Website

TrusteesCannot 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

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

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

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)

Responsibilities of the Executive

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.”

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)

The DC is the County representative in the District (not the Districts representative at County)

Killing some Myths

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

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.

Simple District Structure

District Commissioner District Chairman

District Leaders Meetings Executive Committee

ADCs, DESC, etc.•Explorer Leaders•Network LeadersGroup Scout Leaders•Beaver Leaders•Cub Leaders•Scout Leaders

• Sub Committees• Working Parties• Project Teams

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?

Potential Task AreasNot Definitive

Health and Safety Premises Finances

Risk Assessment

Fire Safety

Asbestos Survey

Grounds Maintenance

Perimeter Fencing

Group Development Equipment

Regular Accountingand Auditing

Insurance, Buildings,Contents, Equipment

Annual Reportand Accounts

Food Safety &Kitchen Areas

First Aid

Building Maintenance

Security(Intruder Alarm)

Electrical Testing

Utilities

Assist in formulatingGroup Development

Plan

Assist in Leader /Helper Recruitment

Ensure Leadersand all Helpers are

‘Fit & Proper’

Vetting, Induction,Criminal Records

Checks

Assist in negotiatingany Agreements

Fit for Purpose?

Properly storedand maintained

Registered andInsured

Minibus?

Canoes?

Climbing Gear?

Reserves Policy

Fundraising

Subscriptions

RegularExecutive Meetings

Delegation /Sub Groups

• 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!

Group Executive

Vision

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

Scouting’s Vision 2012

Improved Improved

Scouting’s Growth

300000

350000

400000

450000

500000

550000

2003 2004 2005 2006 2007 2008 2009 2010 2011 2012

Adults

YoungPeople

Hereford & Worcester Growth

Severn & Teme

The Impact of Scouting

• Impact Film 2012• Download from scouts.org.uk

• 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

Scouting’s Vision 2018

Effective

Executive Committees

• 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

Role of the

Executive Committee

• 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)

How can you be Effective?

• 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’

Engaging 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)?

Motivating and Retaining

Executive Members

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

Your Role

• Chairman• Chair meetings (everyone involved, times, etc.)• Lead key decisions, Communications

• Secretary• Agendas, Minute 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

Your Role Summarised

All available on scouts.org.ukor under Executive Support on malvernscouts.org.uk

Guides

• 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?

Discussion Session

Effective Meetingsand

Annual General Meetings

• Only members can vote• Decisions are made by a majority of votes

cast by those present at the meeting• No Chairman’s 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

Conduct of Meetings

• 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

Young People on Committees

Annual General Meetings

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

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 Group 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

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)

Essential requirements of a Group AGM 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 GSL’s nomination for Group Chairman• To elect the other officers (Secretary & Treasurer)

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

District

Annual General Meetings

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)

Who is Invited to a District AGM? District Scout Council (voting rights) Guests and Visitors (no voting rights)

County Scout Council (voting rights) Guests and Visitors (no voting rights)

Who is Invited to a County AGM?

Essential requirements of a District AGM 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 DC’s nomination for District Chairman• To elect the other officers (Secretary & Treasurer)

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

• 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

Annual Report Contents

• 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!• Executive sign them off (as Trustees)

Annual Accounts

• If a registered Charity, you must submit your approved Annual Report and Accounts to the Charity CommissionCan be done on-line or via mailNormally done by the Treasurer or Secretary

• Good practice for Exempted Charities• Results available on-line for all registered

charities

Submission

Severn & Teme Submissions

Stourport Mid Severn Sea Scout

Group Submissions

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.

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

Funds and Bank Accounts

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.

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.

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.

Executive Committee

Meetings

• 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

Effective Executive Committees?

• Location and time• Furniture and room arrangements• Timing:

• Advanced notice of the meeting & agenda• During the meeting itself

• Catering• Agenda• Management of the meeting

Meeting Arrangements

• 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)

Agenda

• 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

Meetings

Potential Task AreasNot Definitive

Health and Safety Premises Finances

Risk Assessment

Fire Safety

Asbestos Survey

Grounds Maintenance

Perimeter Fencing

Group Development Equipment

Regular Accountingand Auditing

Insurance, Buildings,Contents, Equipment

Annual Reportand Accounts

Food Safety &Kitchen Areas

First Aid

Building Maintenance

Security(Intruder Alarm)

Electrical Testing

Utilities

Assist in formulatingGroup Development

Plan

Assist in Leader /Helper Recruitment

Ensure Leadersand all Helpers are

‘Fit & Proper’

Vetting, Induction,Criminal Records

Checks

Assist in negotiatingany Agreements

Fit for Purpose?

Properly storedand maintained

Registered andInsured

Minibus?

Canoes?

Climbing Gear?

Reserves Policy

Fundraising

Subscriptions

RegularExecutive Meetings

Delegation /Sub Groups

• 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

Typical Annual Cycle

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

Safety In Scouting

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

Safety Responsibilities

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

Safety In ScoutingAdventurous Activities•Follow rules, for example:

• Correct Permits• Scout Lead / Externally Lead Activities• Right equipment and ratios

Normal leaders, if you are not happy, don’t let the activity proceed

Safety In ScoutingNormal Activities•Where more accidents are happening•Make sure:1.InTouch fully in place2.Leader in charge of each activity is always 100% clear3.Executives understand their responsibilities for buildings, sites, etc.

Safety In ScoutingNear 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!

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

Thank You

• CC3a – The Essential Trustee• 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

Key Handouts 1

• FS330036 – District Chairman• FS330045 – District secretary• FS330046 – District Treasurer• FS320010 – Managing a Safe Scout Premises• Safety Checklist for Executive Committees• POR – The Scout Association Policy, Organisation and Rules

Key Handouts 2

• Further information:Information Centreinfo.centre@scout.org.uk0845 300 1818

Questions?

Together WE CAN DO IT

in your Group, District and County

Thanks You

Questions?