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Executive Training. South Marches District – 6 th April 2014. Welcome!. Executive Training. South Marches District – 6 th April 2014. Presented by: Derek Barnes – County Commissioner. Domestic Announcements. Programme 1. Introductions and background The purpose of Executive Committees

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Executive training

Executive Training

South Marches District – 6th April 2014

Welcome!


Executive training1

Executive Training

South Marches District – 6th April 2014

Presented by:

Derek Barnes – County Commissioner



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/?q=node/634

  • 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 support


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!


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 (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


Integrity - We act with integrity; we are honest, trustworthy and loyal

Respect - We have self-respect and respect for others

Care- We support others and take care of the world in which we live

Belief - We explore our faiths, beliefs and attitudes

Cooperation - We make a positive difference; we cooperate with others and make friends

The Values of Scouting


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

The Scout Method


Policy, Organisation and Rules (POR) adults, work together based upon the values of Scouting and:

Look on scouts.org.uk for latest version

Our only rule book!


What is the adults, work together based upon the values of Scouting and:

purpose of an

Executive Committee?


Executive Committee adults, work together based upon the values of Scouting and:

  • 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) adults, work together based upon the values of Scouting and:

  • 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


Governance & Trusteeship adults, work together based upon the values of Scouting and:

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 rules

What is an Executive Committee?


A adults, work together based upon the values of Scouting and: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 – see later.]

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 adults, work together based upon the values of Scouting and:

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 adults, work together based upon the values of Scouting and:

  • 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.


Who are the members adults, work together based upon the values of Scouting and:

of the

Group Scout Council?


All Leaders, Section Assistants, Skills Instructors & Helpers

Parents/Guardians of all young members

Executive Members, Group Advisors & Administrators

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

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


Ex Officio Executive Committee

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 structure
Group Executive Committee Structure Executive Committee

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 Executive Committee

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.


Charity Trustees Executive Committee


Charity Trustees 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


Duty of Prudence Executive Committee

Duty of Compliance

Duty of Care

Accept Responsibility

Act with Integrity

Responsibilities of Charity Trustees


Charity commission
Charity Commission Executive Committee

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


Charity commission publications
Charity Commission Publications Executive Committee


Charity commission publications1
Charity Commission Publications Executive Committee


Sub Committees Executive Committee

  • Delegate clear responsibilities

  • Require a clearly defined purpose, responsibilities and structure

  • Formed by the Executive Committee

  • Responsible to the Executive Committee for their role

  • Not charity Trustees because on sub committee


When to Register as a Charity - 1 Executive Committee

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.scouts.org.uk/supportresources/1578/registering-as-a-charity?moduleID=10&cat=262


When to Register as a Charity - 2 Executive Committee

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.scouts.org.uk/supportresources/1578/registering-as-a-charity?moduleID=10&cat=262


Trustees Executive Committee

  • 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.


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.

Who’s covered; ex officio, elected, nominated and co-opted members

Criminal actions are not covered

Trustee Indemnity Insurance


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

For registered charities, you will also be listed on the Charity Commission website – see later

How do you know you

are a Registered Member 1


You will have had a satisfactory DBS (CRB) check such as the Adult Application (AA) Form [or Change Role (CR) Form to add an additional role]

Will have been issued with a Scout Association membership number (and possibly certificate of appointment)

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 off)

How do you know you

are a Registered Member 2


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
Responsibilities of the Group Executive Scout Association in Hereford & Worcester with a valid e-mail address at the start of September

The Group Scout Leader is the District representative in the Group (not the Groups representative at the District)

(POR – The Appointments Process)

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.


Simple Group Structure Scout Association in Hereford & Worcester with a valid e-mail address at the start of September

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
Responsibilities of the Scout Association in Hereford & Worcester with a valid e-mail address at the start of SeptemberGroup 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 to:

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 equipment


Responsibilities of the group executive por 3 23b part 2 of 3
Responsibilities of the Scout Association in Hereford & Worcester with a valid e-mail address at the start of SeptemberGroup 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
Responsibilities of the Scout Association in Hereford & Worcester with a valid e-mail address at the start of SeptemberGroup 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
The Group Executive must also: Scout Association in Hereford & Worcester with a valid e-mail address at the start of September(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 Scout Association in Hereford & Worcester with a valid e-mail address at the start of September

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 Scout Association in Hereford & Worcester with a valid e-mail address at the start of September

Executive Committees


Support the Group/District/County Scout Association in Hereford & Worcester with a valid e-mail address at the start of September

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


Needs to organised Scout Association in Hereford & Worcester with a valid e-mail address at the start of September

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! The jobs are done between meetings.

Group Executive


Factsheet Scout Association in Hereford & Worcester with a valid e-mail address at the start of September

Group Executive Committee

Available on scouts.org.uk


Have a good skill mix on the committee Scout Association in Hereford & Worcester with a valid e-mail address at the start of September

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 in conjunction with the Leaders)

How can you be Effective?


Chairman Scout Association in Hereford & Worcester with a valid e-mail address at the start of September

Secretary

Treasurer

Member (or supporter)

Your Role


Chairman Scout Association in Hereford & Worcester with a valid e-mail address at the start of September

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

Your Role Summarised


Role Scout Association in Hereford & Worcester with a valid e-mail address at the start of September

Descriptions

Chairman

Treasurer

Secretary

Member

All available on scouts.org.uk


Guides Scout Association in Hereford & Worcester with a valid e-mail address at the start of September

All available on scouts.org.uk

or under Executive Support on malvernscouts.org.uk


Split into groups based on the specific roles Scout Association in Hereford & Worcester with a valid e-mail address at the start of September

Have a discussion in the groups about that role

How can you help and support each other in your roles?

Discussion Session


Questions

Questions? Scout Association in Hereford & Worcester with a valid e-mail address at the start of September


Vision Scout Association in Hereford & Worcester with a valid e-mail address at the start of September


Scouting’s Vision 2012 Scout Association in Hereford & Worcester with a valid e-mail address at the start of September

  • A Growing Movement

  • A Youth Led Movement

  • A Sound Movement

  • A more Relevant and Focussed Movement

  • A Diverse Movement

Improved

Improved


Hereford & Worcester Growth Scout Association in Hereford & Worcester with a valid e-mail address at the start of September


Hereford & Worcester Growth Scout Association in Hereford & Worcester with a valid e-mail address at the start of September


South Marches District Growth Scout Association in Hereford & Worcester with a valid e-mail address at the start of September


Vision 2018 Scout Association in Hereford & Worcester with a valid e-mail address at the start of September


Scouting video vision 2018
Scouting Video Scout Association in Hereford & Worcester with a valid e-mail address at the start of SeptemberVision 2018

The video “2018” is available for download from Scouts.org.uk or via YouTube


Effective Meetings Scout Association in Hereford & Worcester with a valid e-mail address at the start of September


Plan well beforehand and let all know the focus Scout Association in Hereford & Worcester with a valid e-mail address at the start of September

Don’t go over and over the same ground

Make sure that all key topics are covered every year

Potential areas to be covered?

Executive Meetings


Only members can vote Scout Association in Hereford & Worcester with a valid e-mail address at the start of September

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


How do you recruit members? Scout Association in Hereford & Worcester with a valid e-mail address at the start of September

Rarely at meetings (like AGMs)

Primarily through one to one discussion

Often through attracting people back into Scouting

Recent statistics on recruitment:

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? Scout Association in Hereford & Worcester with a valid e-mail address at the start of September

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


Scouting is
Scouting is: Scout Association in Hereford & Worcester with a valid e-mail address at the start of September

  • Fun

  • Challenge

  • Adventure

For Young People & Adults


Strongly encouraged Scout Association in Hereford & Worcester with a valid e-mail address at the start of September

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 Scout Association in Hereford & Worcester with a valid e-mail address at the start of September


Annual General Meetings Scout Association in Hereford & Worcester with a valid e-mail address at the start of September


Preparing for agms
Preparing for AGMs Scout Association in Hereford & Worcester with a valid e-mail address at the start of September

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 Council


Making agms more exciting
Making AGMs more exciting? Scout Association in Hereford & Worcester with a valid e-mail address at the start of September

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
A few points about Group AGMs Scout Association in Hereford & Worcester with a valid e-mail address at the start of September

  • All the Group Scout Council, including the DC and District Chairman, must be invited

  • Nomination forms for new members (& vote if necessary)

  • 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 and, by definition, have an annual review date


Who is invited to a group agm
Who is Invited to a Group AGM? Scout Association in Hereford & Worcester with a valid e-mail address at the start of September

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)


Standard group agm agenda 1
Standard Group AGM Agenda 1 Scout Association in Hereford & Worcester with a valid e-mail address at the start of September

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)


Standard group agm agenda 2
Standard Group AGM Agenda 2 Scout Association in Hereford & Worcester with a valid e-mail address at the start of September

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

Any resolutions

Close the meeting


The * Scout Council resolve to adopt the standard Group / District Constitution found in The Scout Association’s 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.

Example AGM Resolutions


Annual Reports & Accounts District Constitution found in The Scout Association’s Policy, Organisation and Rules with immediate effect. This resolution takes precedence over any previous constitution.


Reference and administration details District Constitution found in The Scout Association’s Policy, Organisation and Rules with immediate effect. This resolution takes precedence over any previous constitution.

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 checklist)

Annual Report Contents


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 valuation)

Soon adds up

Annual Accounts


Under £100k, simple receipts and payments accounts charity, including:

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

Independent scrutiny / examiner / audit

Keep them simple and make sure you understand them!

Executive agree and sign them off (as Trustees)

If in doubt look at CC15b

Annual Accounts


Independent Examination /Audit charity, including:

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 reviewed)

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

Reserves


The unexpected drop in income or rise in expenditure or take advantage of an opportunityAnnual 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 account.

Funding and Investments


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

Submission


South Marches District Scout Council Annual Report and Accounts to the Charity Commission


South Marches District Scout Council Annual Report and Accounts to the Charity Commission


South Marches District Scout Council Annual Report and Accounts to the Charity Commission


South Marches District Scout Council Annual Report and Accounts to the Charity Commission


Funds and Bank Accounts Annual Report and Accounts to the Charity Commission


Groups – POR 3.49 and 3.50 Annual Report and Accounts to the Charity Commission- 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 3 49 funds administered by sections 1
Rule 3.49 Funds administered by Sections -1 / County either directly or via supporters, must be paid into bank account(s) held in the name of the Group / District / County

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
Rule 3.49 Funds administered by Sections -2 / County either directly or via supporters, must be paid into bank account(s) held in the name of the Group / District / County

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 districts
Rule 3.50 Bank Accounts / County either directly or via supporters, must be paid into bank account(s) held in the name of the Group / District / County(very similar wording for Districts)

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 account.

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 districts1
Rule 3.50 Bank Accounts / County either directly or via supporters, must be paid into bank account(s) held in the name of the Group / District / County(very similar wording for Districts)

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 districts2
Rule 3.50 Bank Accounts / County either directly or via supporters, must be paid into bank account(s) held in the name of the Group / District / County(very similar wording for Districts)

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 appropriate.


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.

Operating as Charity


Financial Controls to funds, e.g. accounts, letters, cheques, minutes, reports, etc.

Approval of Expenditure

Evidence

Expenses

Policy

Cheques

Online

Banking

Second Signatory

Cash

Fundraising Events


Executive Committee to funds, e.g. accounts, letters, cheques, minutes, reports, etc.

Meetings


AGM – appoint Executive & roles for the year to funds, e.g. accounts, letters, cheques, minutes, reports, etc.

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


Build a real team spirit to funds, e.g. accounts, letters, cheques, minutes, reports, etc.

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 to funds, e.g. accounts, letters, cheques, minutes, reports, etc.

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 to funds, e.g. accounts, letters, cheques, minutes, reports, etc.

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 to funds, e.g. accounts, letters, cheques, minutes, reports, etc.

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


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

Minutes


Safety in Scouting everyone said)


Safety In Scouting everyone said)

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


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
Particular safety responsibilities of Executive Committees environment in which regular Scouting can take place (e.g. meeting places), meetings & public events

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 Scouting environment in which regular Scouting can take place (e.g. meeting places), meetings & public events

  • 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, don’t let the activity proceed


Safety In Scouting environment in which regular Scouting can take place (e.g. meeting places), meetings & public events

  • 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, equipment, etc.


Accidents environment in which regular Scouting can take place (e.g. meeting places), meetings & public events


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 1


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.

Reporting Accidents 2


Safety In Scouting 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.

  • 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!


Proactive approach, including reporting potential problems 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.

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 Committees

Managing A Safe Scout Premises


Hereford & Worcester 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.

Scout County


Hereford & Worcester 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.

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


Scouting video take a closer look
Scouting Video Take a closer look 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.

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 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.


FS330077 – The Group Executive Committee 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.

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 1


A Guide to Supporting Young People on Committees 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.

FS320010 – Managing a Safe Scout Premises

Safety Checklist for Executive Committees

Various Charity Commission publications, including

CC3 – The Essential Trustee

POR – The Scout Association - Policy, Organisation

and Rules

etc.

Key Handouts 2


Further information: 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.

Information Centre [email protected] 0845 300 1818

Questions?


Together we can do it
Together WE CAN DO IT 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.

in your Group, District and County

Thank You


Questions1

Questions? 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.


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