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Executive Training. Welcome!. Ross – 2 nd November 2011. Domestic Announcements. Programme. Introductions and background The Key Role of Executive Committees Effective Executive Committees Good practice for Meetings and AGMs How Scouting works around here Question and Answer session

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Executive training

Executive Training

Welcome!

Ross – 2nd November 2011


Executive training

Domestic Announcements


Executive training

Programme

  • Introductions and background

  • The Key Role of Executive Committees

  • Effective Executive Committees

  • Good practice for Meetings and AGMs

  • How Scouting works around here

  • Question and Answer session

  • Slides at: http://www.malvernscouts.org.uk/?q=node/449

  • or Executive Support / Ross - November 2011 on malvernscouts.org.uk


Executive training

IntroductionS


Executive training

Purpose of Today

  • Effective Executive Committees are essential for the successful delivery of Scouting within Groups, Districts and Counties

  • Understand the essentials of the role of Charity Trustee

  • Our aim is to 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


Executive training

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.


Executive training

The Scouting Method

Young people, in partnership with adults:

  • enjoying what they are doing;

  • learning by doing;

  • participating in varied and progressive activities;

  • making choices for themselves;

  • taking responsibility for their own actions;

  • working in groups;

  • taking increasing responsibility for others;

  • taking part in activities outdoors;

  • sharing in prayer and worship;

  • making and living out their Promise.


Executive training

Scouting provides

Fun

Challenge

&Adventure

Module 1 – Scouting Essentials

See Module 1 (DVD) for more information

for young people and Adults


Executive training

Policy, Organisation and Rules

  • Look on Scouts.org.uk or ScoutBase.org.uk for latest version

  • Latest version at: http://www.scouts.org.uk/supportresources/71


Scouting is

Scouting is:

  • Fun

  • Challenge

  • Adventure

For Young People & Adults


The scout association improved focus on executives includes

The Scout Association Improved Focus on Executives includes…

  • Data on membership database leading to improved communications

  • Appointment cards for Executive members (known by Headquarters and on The Association’s MSS database)

  • Executive specific inserts for planned HQ welcome packs on way

  • Executive support materials being improved and updated


Executive training

What is the purpose of

an Executive Committee?


Two quick questions for starters

Two Quick Questions for starters…

On Post-It notes, write the key words relating to:-

The attributes of an Effective Executive Committee Member

The attributes of an Effective Executive Committee

We’ll put them up and compare


Executive training

Email: [email protected]


What is an executive committee

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)


Executive training

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.


What is an executive committee1

What is an Executive Committee

What it does…

  • Group

  • Maintenance of Property and Equipment

  • Raising Funds and Finance Admin

  • Insurance, property, safety, etc.

  • Public Occasions

  • Assisting GSL in Adult Recruitment

  • Assisting GSL inother Adult Support

  • Group Administration

  • Anything else that helps the Group Function


What it does

What it does…

District

Promotion and Development of Scouting

Co-operative working with other organisations

Maintenance of Property and Equipment

Raising Funds and Finance Admin (inc Explorer Scouts, District Network & campsites)

District Appointments Advisory Committee

Supervising the administration of Groups

District Administration

Anything else that helps the District Function


What it does1

What it does…

County

Promotion and Development of Scouting

Co-operative working with other organisations

Maintenance of Property and Equipment

Raising Funds and Finance Admin (inc Network & campsites)

County Appointments Advisory Committee

Supervising the administration of Districts

County Administration

Anything else that helps the County Function


What is an executive committee2

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 Exempt Charity rules


Group executive committee structure

Group Executive Committee Structure

Group Executive Committee

Ex Officio Members

Group Chairman, GSL, AGSL, Secretary Treasurer, Section Leaders*

Elected Members

Between 4 and 6 members elected by the Group Scout Council at the AGM.

Nominated Members

Up to the number elected. Nominated by GSL 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).


District executive committee structure

District Executive Committee Structure

District Executive Committee

Ex Officio Members

Chairman, 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.

Nominated Members

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


County executive committee structure

County Executive Committee Structure

County Executive Committee

Ex Officio Members

Chairman, County Commissioner, Secretary Treasurer,

County Scout Network Leader

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

Regional Commissioner.

Nominated Members

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


Obligations and responsibilities

Obligations and Responsibilities

Under the Trustee Act 2000, Charity Trustees (Executive Members) 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 responsibilities1

Obligations and Responsibilities

Responsibilities of Trustees (Executive members) :

  • 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

Charity Commission

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


Charity commission publications

Charity Commission Publications


Charity commission website

Charity Commission Website


Trustee indemnity insurance

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 to know you a registered member

How to know you a registered member?

Registered members will have filled in a registration form such as the Adult Application (AA) Form

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)

Could receive periodic communications from The Scout Association (although these can be turned off)


Responsibilities of the executive

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.


Executive training

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

Similarly; the GSL is the District representative in the Group (not the Groups representative at the District)


Responsibilities of the group executive por 3 23b

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.


Group executive

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 don’t just happen at meetings!


What are your executive committee issues

What are your Executive Committee issues?

Look back at post it notes from today’s introduction

Do they cover all the key points?

Do you need to make any changes?


Scouting video thinkuknow

Scouting Video thinkUknow

The video “Think you know Scouting” is available for download in the Scouts Brand Centre at www.scouts.org.uk/brand in the videos section.


Scouting s vision towards 2018

Scouting’s Vision Towards 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


Effective executive committees

Effective Executive Committees


Role of the committee

Role of the Committee

Support the Group/District/County

Look after the finances, fundraising, buildings, equipment, assets, etc.

Not to “do” the scouting


How can you be effective

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


Engaging motivating and retaining executive members

Engaging, Motivating and Retaining 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

What do they want to get out of the role?

Support for Scouting

Fun, comradeship, sense of well being/doing?

Very good on CVs and when looking for a job!

What do you need to do to motivate and engage them (and thus retain them)?


How does your role contribute to the executive

How does your role contribute to the Executive?

Chairman

Secretary

Treasurer

Member


Normally in this session

Normally in this 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


Guides

Guides ….

All available under Executive Support on malvernscouts.org.uk


Executive training

Effective Meetings and AGMS


How to run effective and exciting agms

How to run effective and “exciting” AGMs……………….

How can you engage people in the process?

Can people “enjoy” the AGM?

When do you need to hold an AGM?


Executive training

Who is invited to a Group AGM?

Email: [email protected]


Executive training

?


Who is invited to a group agm

Who is Invited to a Group AGM?

Leaders & Helpers

Parents/Guardians

Executive Members

Examiner/Scrutinizer

President/Vice Presidents

Representatives from District/County

Guests


Who is invited to a group agm short version

Who is Invited to a Group AGM?(short version)

Group Scout Council (voting rights)

Guests and Visitors (no voting rights)


Who is invited to a district agm

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)


Executive training

What are the essential requirements of an AGM?

Must be held within 6 months of the end of your financial year

Must be appropriately advertised to the Scout Council


Essential requirements of a group agm 1

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 GSL’s nomination for Group Chairman


Essential requirements of a group agm 2

Essential requirements of a Group AGM 2

To elect Secretary, Treasurer and any other position

To appoint an independent examiner for the year

To formally record those Section Leaders who have opted to be members of the Executive

The GSL to announce their nominations for the Executive

To elect members to the Executive

To co-opt members onto the Executive


Executive training

How do we make AGMs more exciting?


Making agms more exciting

Making AGMs more exciting?

Table written reports

Keep to the point – short and sharp & managed

Ensure that officers and Committee Members are asked beforehand

NO any other business

Advertise (must include all the Group Scout Council)

Combine with another event

Ask young people to participate / get involved

Hold it with another event, e.g. barbecue, presentation evening or awards ceremony


Executive training

Executive Committees ….


How to run effective executive meetings

How to run effective executive meetings………………

What makes a good executive meeting?

How to get full benefit from the Executive Committee?


Executive training

Who is attends a

Group Executive Committee?

Email: [email protected]


Who attends a group executive meeting

Who attends a Group Executive Meeting?

Officers (Chairman, Secretary, Treasurer)

GSL and AGSL

Executive Members

Section Leaders (only if they have opted in)

Representatives from the District


Executive meeting organisation

Executive Meeting Organisation?

Location

Furniture and room arrangements

Timing

Catering

Agenda

Management of the meeting


Agenda

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)


Meetings

Meetings

Brevity is a virtue

Keep to agenda and time

Avoid long discussions on scouting activities

Scouting is for Scouters

Topics should be:

Fundraising and financial position

Build maintenance and equipment needs

Recruitment & Numbers

Trustee responsibilities


What might an annual cycle of executive meetings look like

What might an annual cycle of Executive Meetings look like?

AGM – appoint Executive & roles for the year

Typically about 5 ‘normal business meetings’ per year

Autumn 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 the Annual Report and Accounts

Next AGM


Any questions

Any Questions?

Further information:

Information [email protected] 300 1818


Questions

Questions?


Executive training

Ross District

Registered Charity Number 521375


Executive training

Charity Commission Website


Executive training

Ross


Executive training

Ross


Census subscriptions membership etc

Census, Subscriptions, Membership, etc.

Information to Groups in December each year

Annual Census – 31st January each year

Annual return in February each year must include:

Membership lists (helps with InTouch & District Directory)

Census return

Subscriptions paid by March each year

For 2012 - £21 (with 50p rebate for timely payment) Headquarters plus £4.50 County and plus District


Healthcheck example

Healthcheck Example


Ross district

Ross District

Appointments Secretary – Gordon Lewis

Welcome Packs

Forms and CRB checks

Appointments administration

Local Training Manager – John Day (DCC Adult Support)

Training materials & records

Training Courses & Validation

Appointment of Training Advisors


Appointments

Appointments


Executive training

Person interested in becoming Leader, Assistant, Helper, Executive Member and/or requiring clearance

Line Manager explains the role, reasonability and obligations to them

Line Manager ensures that they get a Welcome Pack including AA or OH (available from District Appointments Secretary + Forms on-line)

Individual fills in AA or OH Form as appropriate + Application Form Checklist

DC, DESC, ADC or GSL checks the identity with the individual

and checks the rest of the forms

Forms passed to District Appointment’s Secretary with key information including Line Manager and role


Executive training

District Appointments Secretary checks forms and information received (appointment, line manager, role, Group, etc.)

District Appointments Secretary adds individual to HQ database

(In due course this will trigger an HQ Welcome Pack)

Occasional Helper (OH Form)

Executive (AA Form)

Leader or Assistant (AA Form)

Appointment Process on following charts

Module 1 completed as soon as possible and, ideally 1st Response and Child Protection. Other training encouraged.

Module 1 completed as soon as possible and, ideally 1st Response and Child Protection. Other training possible.

Leader expected to complete their training for role within 3 years of appointment

HQ checks

Appointment comes through and individual informed / presented


Executive training

Appointments


Questions1

Questions?


Scouting video take a closer look

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


We can do it

WE CAN DO IT

in your Group, District and County


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