Executive Training Evesham – 26 th February 2012 e! com el W
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 Ø Slides at: http: //www. malvernscouts. org. uk/? q=node/485 or Executive Support / Evesham - Feb 2012 on malvernscouts. org. uk
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
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.
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.
Mo Fun Challenge t, gh re tau o 1 ( or m ule e) f n od -lin atio e M on Se or orm D inf DV du le Es 1 – se Sc nt ou ial tin s g Scouting provides & Adventure for young people and Adults
Policy, Organisation and Rules (POR) • Look on Scouts. org. uk or Scout. Base. org. uk for latest version
Scouting is: § Fun § Challenge § Adventure For Young People & Adults
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
What is the purpose of an Executive Committee?
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
Email: executive. committee@scout. org. uk
What is an Executive Committee • POR definition – Scout Groups Chapter 3 (rules 3. 22 – 3. 24) – Scout Districts Chapter 4 (rules 4. 22 – 4. 26) – Scout Counties Chapter 5 (rule 5. 14 – 5. 17)
Rule 3. 22 Management of the Scout Group 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.
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 in other Adult Support • Group Administration • Anything else that helps the Group Function
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 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 Committee? Governance & Trusteeship • Scouting operates as a Charitable Concern • Required to meet Governance standards as laid out by The Charity Commission • Scouting Executive Committees are Charity Governing Boards under Charity Commission Rules Note: Applies whether individually registered as a Charity or operating under the Exempted Charity rules
Group Executive Committee Structure Ex Officio Members Group Chairman, GSL, AGSL, Secretary Treasurer, Section Leaders* Elected Members Nominated Members Co-opted Members Right of Attendance Between 4 and 6 members elected by the Group Scout Council at the AGM. Up to the number elected. Nominated by GSL at the AGM. Annually co-opted by the Executive. Cannot exceed the number of elected members. District Commissioner and District Chairman. Group Executive Committee * 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 Ex Officio Members Chairman, District Commissioner, Secretary Treasurer, District Scout Network Leader, District Explorer Scout Commissioner Elected Members Nominated Members Co-opted Members Right of Attendance members elected by the District Scout Council at the AGM. Up to the number elected. Nominated by DC at the AGM. Annually co-opted by the Executive. Cannot exceed the number of elected members. County Commissioner and County Chairman. District Executive Committee
County Executive Committee Structure Ex Officio Members Chairman, County Commissioner, Secretary Treasurer, County Scout Network Leader Elected Members Nominated Members Co-opted Members Right of Attendance members elected by the District Scout Council at the AGM. Up to the number elected. Nominated by CC at the AGM. Annually co-opted by the Executive. Cannot exceed the number of elected members. Regional Commissioner. County Executive Committee
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 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 • Website http: //www. charitycommission. gov. uk
Charity Commission Publications
Charity Commission Website
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? • 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 Rule 3. 23 b defines the responsibilities of the Group Executive Committee as follows: The Group Executive Committee exists to support the Group Scout Leader in meeting the responsibilities of their appointment. Rule 4. 25 f(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. ”
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. 23 b) • 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.
Potential Task Areas Not Definitive Regular Executive Meetings Delegation / Sub Groups Health and Safety Premises Finances Group Development Equipment Risk Assessment Grounds Maintenance Regular Accounting and Auditing Assist in formulating Group Development Plan Fit for Purpose? Fire Safety Perimeter Fencing Insurance, Buildings, Contents, Equipment Assist in Leader / Helper Recruitment Properly stored and maintained Asbestos Survey Building Maintenance Annual Report and Accounts Ensure Leaders and all Helpers are ‘Fit & Proper’ Registered and Insured Food Safety & Kitchen Areas Security (Intruder Alarm) Reserves Policy Vetting, Induction, Criminal Records Checks Minibus? First Aid Electrical Testing Fundraising Assist in negotiating any Agreements Canoes? Utilities Subscriptions Climbing Gear?
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? • 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 think. Uknow 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 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
Role of the Committee • Support the Group/District/County • Look after the finances, fundraising, buildings, equipment, assets, etc. • Not to “do” the scouting • Lead by the Chairman, working in partnership with the GSL/DC/CC
Potential Task Areas Not Definitive Regular Executive Meetings Delegation / Sub Groups Health and Safety Premises Finances Group Development Equipment Risk Assessment Grounds Maintenance Regular Accounting and Auditing Assist in formulating Group Development Plan Fit for Purpose? Fire Safety Perimeter Fencing Insurance, Buildings, Contents, Equipment Assist in Leader / Helper Recruitment Properly stored and maintained Asbestos Survey Building Maintenance Annual Report and Accounts Ensure Leaders and all Helpers are ‘Fit & Proper’ Registered and Insured Food Safety & Kitchen Areas Security (Intruder Alarm) Reserves Policy Vetting, Induction, Criminal Records Checks Minibus? First Aid Electrical Testing Fundraising Assist in negotiating any Agreements Canoes? Utilities Subscriptions Climbing Gear?
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 • 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? • Chairman • Secretary • Treasurer • Member
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 …. All available under Executive Support on malvernscouts. org. uk
Effective Meetings and 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?
Who is invited to a Group AGM? Email: executive. committee@scout. org. uk
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Who is Invited to a Group AGM? • • • Ø + Leaders, Section Assistants & Helpers Parents/Guardians Executive Members Examiner/Scrutinizer President/Vice Presidents Representatives from District/County Group Scout Council Guests
Who is Invited to a Group AGM? (short version) Ø Group Scout Council (voting rights) Ø Guests and Visitors (no voting rights)
Who is Invited to a District AGM? Ø District Scout Council (voting rights) Ø Guests and Visitors (no voting rights) Who is Invited to a County AGM? Ø County Scout Council (voting rights) Ø Guests and Visitors (no voting rights)
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 • 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 • To elect the other officers (Secretary & Treasurer)
Essential requirements of a Group AGM 2 • 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 • Close the meeting
How do we make AGMs more exciting?
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
Executive Committees ….
How to run effective executive meetings……………… • What makes a good executive meeting? • How to get full benefit from the Executive Committee?
Who is attends a Group Executive Committee? Email: executive. committee@scout. org. uk
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? • Location • Furniture and room arrangements • Timing: • Advanced notice of the meeting & agenda • During the meeting itself • Catering • Agenda • Management of the meeting
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 • 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? • AGM – appoint Executive & roles for the year • Typically about 5 ‘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 the Annual Report and Accounts • Next AGM
Any Questions? • Further information: Information Centre info. centre@scout. org. uk 0845 300 1818
Questions?
Evesham District Registered Charity Number 524623
Charity Commission Website
Census, Subscriptions, Membership, etc. • Information to Groups in December each year • Annual Census – 31 st January each year • Annual return in February each year must include: – Full membership lists (helps with In. Touch & District Directory) – Census return • Subscriptions paid during March each year – For 2012 - £ 25. 50 (£ 21 Headquarters + £ 4. 50 County) + District if paid on time
Evesham District 386 2012
Evesham District
Appointments
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
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) Module 1 completed as soon as possible and, ideally 1 st Response and Child Protection. Other training encouraged. Module 1 completed as soon as possible and, ideally 1 st Response and Child Protection. Other training possible. Appointment Process on following charts HQ checks Appointment comes through and individual informed / presented Leader expected to complete their training for role within 3 years of appointment
Appointments Status Meaning No Record Person not yet known about by The Scout Association Pre-Provisional Person entered on the MSS database by Appointments Secretary Provisional CRB checks completed, Appointments Advisory Committee and/or initial training not completed Full Appointment confirmed and subject to normal reviews
Questions?
Scouting Video Take a closer look The video “Take a closer look” is available for download via You. Tube or Scouts. org. uk – ref: UKScout. Association’s Channel – You. Tube#p u 7 m 1 Rxua. Nu-E
Together WE CAN DO IT in your Group, District and County Thanks You
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