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rainitng ay 2015 utive Trns - 10 h M Exec alve n / The M a r 2 nd Malve ome! elc W

rainitng ay 2015 utive Trns - 10 h M Exec alve n / The M a r 2 nd Malve : resented by mmissioner P Co es – County Derek Barn

amme 1 Progr • 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

amme 2 Progr • • 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 Ø Slides at: …… or on hwscouts. org. uk Location

Scouting f Roles in ypes o Key t Leaders Ø Look after young people and deliver the Scouting balanced programme Managers Ø Line manage volunteers and look after the Leadership and Management issues Executives Ø ? ?

Purpose sessions of these • 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 Ø Aim you towards the perfect way of working!

sumptions As • 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

couting ose of S The Purp Scouting exists to actively engage and support young people in their personal development, empowering them to make a positive contribution to society

Scouting alues of The V • 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

ethod cout M The S 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

Policy, Organisation and Rules (POR) Look on scouts. org. uk for latest version Our only rule book!!

is the What se of an purpo ittee? Comm ecutive Ex

mittee ive Com Execut 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 Ø Leaders & Managers have the time to develop and deliver a balanced programme of activities

e (POR) ommitte ve C Executi • 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

mittee? tive Com an Execu What is Ø 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 Excepted Charity rules

titution Cons Ø 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 – 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)

hat is a W mmittee utive Co n Exec • 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)

out Group c nt of the S me e 22 Manag Rule 3. 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.

mbers the me ho are W of the ouncil? cout C roup S G

ip of the embersh M Council p Scout Grou 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 • • •

s of the nsibilitie Respo Council p Scout Grou • 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)

ip of the embersh pes of M Ty mittee tive Com Execu • 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

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

ustees rity Tr Cha

ustees rity Tr ha C “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 Duty of Compliance Accept Responsibility Duty of Care Act with Integrity Responsibilities of Charity Trustees

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

Charity Commission Publications

mittees ub Com S • 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

Whe rity - 1 as a Cha Register n to All Scout Units are independent charities. However, those based in England 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? module. ID=10&cat=262

When arity - 2 r as a Ch o Registe t 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? module. ID=10&cat=262

rustees T 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 Ø Trustees sign to say that none of the above apply Ø Charity Commission pub CC 30 provides more info.

nsurance emnity I e Ind Truste • 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 Ø Criminal actions are not covered

ow you o you kn How d ember 1 stered M re a Regi a • Registered members will have filled in a registration online or on a form such as the Adult Application (AA) Form [or Change Role (CR) Form to add an additional role] • These forms 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 must be listed as Executive Members • For registered charities, you will also be listed on the Charity Commission website – see later

now you do you k How ember 2 istered M re a Reg a • You will have had a satisfactory Disclosure • Will have been issued with a Scout Association membership number (and possibly certificate of appointment) • Will appear on the Membership System (Compass) • Should receive periodic communications from The Scout Association (although these can be turned off)

We e-mailed Scouting Times to all adults registered with The Scout Association in Hereford & Worcester with a valid e-mail address on Friday

e p Executiv f the Grou ies o ponsibilit Res 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. The Group Scout Leader is the District representative in the Group (not the Groups representative at the District) (POR – The Appointments Process)

Simple tructure Group Scout Leader Group Leaders Meeting (Group Scouters Meeting) Section Leaders • Beaver Leaders • Cub Leaders • Scout Leaders Group Chairman Executive Committee • Sub Committees • Working Parties • Project Teams

ities of the esponsibil 3 R b) part 1 of ve: (POR 3. 23 up Executi Gro 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

ities of the esponsibil 3 R b) part 2 of ve: (POR 3. 23 up Executi Gro • 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

ities of the esponsibil 3 R b) part 3 of ve: (POR 3. 23 up Executi Gro • 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

: (POR 3. 23 b) e must also ecutiv e Group Ex Th • 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.

tructure istrict S Simple D District Commissioner District Leaders Meetings District Chairman Executive Committee ADCs, DESC, DSNL, etc. • Sub Committees • Explorer Leaders • Working Parties • Network Leaders • Project Teams Group Scout Leaders • Beaver Leaders • Cub Leaders • Scout Leaders

ffective E mittees ve Com xecuti E

le of the Ro mmittee utive Co Exec • 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

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?

ecutive roup Ex G • • 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 happen at meetings! The jobs are done between meetings.

actsheet F Group Executive Committee Available on scouts. org. uk

ow can H ffective? you be E • 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 in conjunction with the Leaders)

ur Role Yo • Chairman • Secretary • Treasurer • Member (or supporter)

marised ole Sum Your R • Chairman • 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 Ø Collective accountability for the Charity

Role criptions Des Chairman Treasurer Secretary Member All available on scouts. org. uk

Guides All available on scouts. org. uk or under Executive Support on malvernscouts. org. uk

Session iscussion D • 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?

stions? Que

Vision Vision

Scouting Video Vision 2018 The video “ 2018” is available for download from Scouts. org. uk or via You. Tube

etings ive Me Effect

eetings uct of M Cond • 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

embers cutive M ing Exe Engag • How do you recruit members? - 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’

etaining ng and R Motivati embers ecutive M Ex • 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)?

ing is: Scout § Fun llenge § Cha enture § Adv oung P For Y Adults eople &

mittees e on Com ng Peopl You • 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)

ng Peopl You mittees e on Com

etings ral Me al Gene Annu

r AGMs eparing fo Pr • 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

exciting? Ms more aking AG M • 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

few points A up AGMs about Gro • 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 a TSA Disclosure and, by definition, have an annual review date

roup AGM? G is Invited to a Who • 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)

Agenda 1 oup AGM ndard Gr Sta • 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)

ndard Gro Sta Agenda 2 up AGM • 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

lutions M Reso mple AG Exa • 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.

al Repo Annu counts ts & Ac r

ontents eport C l. R Annua • 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) Ø Form LT 700001 or free text can be used Ø If in doubt look at CC 15 b (Section H is a checklist)

ccounts nnual A A • 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) Ø Soon adds up

ccounts nnual A A • Under £ 100 k, simple receipts and payments accounts – Form LT 700002/3, Excel, Word or free text can be used • Over £ 100 k, accrual accounts must be used – Form LT 700004 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) Ø If in doubt look at CC 15 b

n /Audit aminatio x endent E Indep If the Annual Income is. . You should appoint. . Less than £ 25, 000 A Scrutineer £ 25, 000 - £ 100, 000 An Independent Examiner £ 100, 000 - £ 250, 000 with a recognised accounting qualification £ 250, 000 - £ 500, 000 Who is a member of a certain professional body More than £ 500, 000 A Registered Auditor

eserves R • 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

stments nd Inve unding a F The Annual 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: a. Principal funding sources and how expenditure in the year under review has supported the key objectives of the charity. b. 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.

mission Sub • If a registered Charity, you must submit your approved Annual Report and Accounts to the Charity Commission ØCan be done on-line or via mail ØNormally 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

S Council rict Scout rches Dist outh Ma

So Council rict Scout rches Dist uth Ma

S Council rict Scout rches Dist outh Ma

Sou es Distr th March Council ict Scout

unts k Acco d Ban ds an Fun

ccounts Bank A d unds an F • 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. 49 and 3. 50 – District POR 4. 60 and 4. 61 – County POR 5. 48 and 5. 49

Sections -1 y inistered b nds adm le 3. 49 Fu Ru 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.

Sections -2 y inistered b nds adm le 3. 49 Fu Ru 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.

Accounts 3. 50 Bank Rule istricts) D ording for y similar w (ver 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.

Accounts 3. 50 Bank Rule istricts) D ording for y similar w (ver 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 if a proper account of the receipts and payments is kept.

Accounts 3. 50 Bank Rule istricts) D ording for y similar w (ver 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.

Charity ating as Oper • Always include your Charity Number on anything that refers to funds, e. g. accounts, letters, cheques, minutes, reports, etc. Ø Straight forward if a Registered Charity Ø Not allowed to use another charity number if operating as an excepted charity • Charity number (or ‘A Registered Charity’) must be on all fundraising, e. g. raffle tickets, programmes, gift aid, subscription letters, etc.

Controls inancial F Approval of Expenditure Evidence Expenses Policy Cheques Online Banking Second Signatory Cash Fundraising Events

mittee e Com xecutiv E etings Me

Typi al Cycle cal Annu • 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

mittees? tive Com ve Execu Effecti • Build a real team spirit • Typical stages of team building: Ø Forming Ø Storming Ø Norming Ø Performing + Make sure everyone can have their say + Common aims and objectives Ø Driven by the Chairman

ements g Arrang Meetin • Location and time • 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)

eetings M • 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

Minutes • 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

S couting ty in S afe

outing ty In Sc fe Sa 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

sibilities y Respon Safet Ø Executive Committees are responsible for providing a safe environment in which regular Scouting can take place (e. g. meeting places), meetings & public events Ø 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

sibilities of n safety respo Particular ommittees Executive C Scout Headquarters, grounds, campsites, activity centres and some rented premises: • Fire • Gas (including camping appliances) • Electricity • Water • Asbestos • General hazards Ø Safety on the agenda at Executive Meetings

anaging M remises e Scout P A Saf • Proactive approach, including reporting potential problems • 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

rcester & Wo ereford H ounty Scout C

orcester eford & W Her Key Areas Adult Support (John Day) Ø Training, courses, validation, awards Programmes & International (Ann Clark) Ø Balanced Programme, Sections (Beavers through Network), International visits Activities (Rob Williams) Ø Permits, assessors, advisors, Kinver campsite, Activate and Active Support

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

You hank T

outs 1 y Hand Ke • FS 330077 – The Group Executive Committee • FS 330030 – Chairman of the Executive Committee • BS 310022 - A Guide for the Group Chairman • FS 330032 – Secretary of the Executive Committee • BS 310020 - A Guide for the Group Secretary • FS 330034 – Treasurer of the Executive Committee • BS 310021 - A Guide for the Group Treasurer • FS 330101 – Executive Committee Member • BS 310023 - A Guide for the Group Supporter

outs 2 y Hand Ke • • A Guide to Supporting Young People on Committees FS 320010 – Managing a Safe Scout Premises Safety Checklist for Executive Committees Various Charity Commission publications, including CC 3 – The Essential Trustee • POR – The Scout Association - Policy, Organisation and Rules • etc.

stions? Que • Further information: Information Centre info. centre@scout. org. uk 0845 300 1818

Together WE CAN DO IT in your Group, District and County Thank You