Welcome Participants to the session. If you have a number of very experienced trustees in the room it is useful to explain that Charity Law and POR are not static, and have, even recently, both have undergone a number of changes. This may mean that the way an experienced trustee has ‘always done things’ is no longer the legal or recommended practice from the Charity Commission or The Scout Association. So even if you are experienced in your role, you may still learn some valuable things form this session. Outline the session objectives if you wish to do so: Explain the primary functions and responsibilities of the Executive Committee Describe the composition of an Executive Committee at Group/District/County level. Explain who is a trustee according to the Charity Commission Outline the legal requirements that you need to meet in order to be a charity trustee Demonstrate an understanding of the rules and practices that govern the actions of charity trustees in Scouting Demonstrate knowledge of the ideal Scout Group/District/County Constitution as laid out in Policy, Organisation and Rules (POR) Describe the purpose of an AGM List the places where you can find additional support, information and resources to help you in your role

Module Objectives Demonstrate an understanding of the rules and practices that govern the actions of charity trustees in Scouting Demonstrate knowledge of the ideal Scout Group/District/County Constitution as laid out in Policy, Organisation and Rules (POR) Describe the purpose and structure of an Executive Committee meeting Describe the purpose and structure of an AGM List the places where you can find additional support, information and resources to help you in your role

Icebreaker Your name Your role Your Group, District or County Number of years you have been an Executive Committee/voluntary board members Number of Executive Committees or voluntary boards your have served on As a short introductory task, ask participants to raise their hands if they think that they are a trustee. Do not give any explanation as to what a trustee is at this stage, but make a note of the number who raised their hands and advise participants that you will come back to this later on in the training session. This icebreaker activity provides an opportunity to get an idea of the level of experience in the room. Split participants into small groups (3-5 people) and ask them to introduce themselves They must include: Ask each group to feed back on how many years experience they have, collectively, on Executive Committees; and how many Executive Committees/Boards. Make a note of the numbers of each group on a flipchart. Add up the total number of years served and total Committees/Boards sat on, and feedback the level of experience to the participants Their name Their role Their Group/District/County The number of years they have been an Executive Committee/Voluntary Board member The number of Executive Committees/Voluntary boards they have served on

Responsibilities of the Executive Committee In small groups, list the main responsibilities of the Executive Committee This activity should take about 5 minutes. Use a flip chart to capture the answers – you can cross these off when they appear on the next slide.

What is the primary responsibility of an Executive Committee? The Executive Committee exists to support the Group Scout Leader, District Commissioner or County Commissioner in meeting the responsibilities of their appointment. Members of the Executive Committee are the charity trustees of the Scout group. This is what POR defines as the primary purposes of the executive committee. Highlight that Policy, Organisation and Rules (POR) is the primary governing document for a Scout Group, District or County. POR outlines the policies, structures and rules that govern the management of The Scout Association. A good executive committee will work together with the GSL/DC/CC to grow and develop the group, and provide good quality scouting. They are there to help make the decisions and consider the best course of action for the Group/District/County. The other executive committee responsibility is to be a trustee for the scout group- this will be dealt with later in the presentation.

Responsibilities of the Executive Committee Act collectively as Charity Trustees Responsibilities of the Executive Committee Comply with POR Protect and Maintain Property and Equipment Manage the Group Finances Insurance Provide Sufficient Resources for the Group Develop Local Scouting Responsibilities of the Group Executive Committee – Part 1 Acting as Charity Trustees is a key aspect of the role, we will spend some time looking at the detail of this later in the session. Complying with POR, making sure the Executive Committee is acting in line with the key policies and rules outlined. This can mean looking after a headquarters that the Group, District or County owns, or premises that are rented, it also means looking at any acquiring or selling any property. Equipment ranges from tents and camp stoves to minibuses. The financial side of running the Group, District or County is the responsibility of the executive committee. They need to make sure that a District/County has enough money to function, that a budget is in place and is being used appropriately, keep accurate records of the income/expenses/banking, and be prepared to report on this whenever requested. This is the responsibility of the whole executive committee not just the treasurer! Ignorance is not always bliss so make sure everyone makes it their responsibility to ask about the finances. Making sure the insurance is adequate is vitally important to run scouting safely. Unity insurance services are the main point of contact for this Provide sufficient resources for Scouting to Operate. This includes, but is not limited to, supporting recruitment, other adult support and fundraising activities. Fundraising is vital in financing the District/County. The Executive Committee’s role in fundraising need not be one where they take part in fundraising activities, but they must facilitate fundraising in their role. Exec members can help generate names, conduct an induction, and place adverts for new volunteers. Have a development plan and know what you can do to achieve your goals, support districts and counties with their development plans to further support growth and development. As a member of the Executive Committee they have a responsibility to make safety an agenda item at all Executive meetings and ensure that all relevant safety information is communicate effectively. They also should review the incidents and accidents occurring in the Group, District or County to ensure that trends have been identified and controls adjusted as appropriate, by those responsible for them. Ensure that a positive image of Scouting exists in the local community by promoting the Group, District or County at events and taking opportunities to interact with the local community. Appoint and manage any sub-committees including appointing a Chair to lead these sub-committees. Sub-Committees Safety Policy Promote a positive local image of Scouting

Responsibilities of the Executive Committee Involving Young People in Decision Making Appoint Administrators, Advisers and Co-opted members Approve Annual Report and Accounts Present Annual Report and Accounts Maintain appropriate confidentiality Responsibilities of the Group Executive Committee – Part 2 Ensure that Young People are meaningfully involved in decision making at all levels within the Group, District or County. Make sure the level of involvement is appropriate for the age group. Appoint administrators, advisers and co-opted members of the Executive Committee Approve the annual Report and Accounts after their examination by an appropriate auditor, independent examiner or scrutineer. This forms part of the annual duties of the Committee related to the Annual General Meeting, the annual report and accounts are a summary of the Charity’s work in that year. If appropriate, i.e. If a registered charity; submit these accounts and reports to the Charity Commission. Present the Annual Report and Accounts to the Scout Council at the Annual General Meeting Maintain appropriate confidentiality, don’t discuss committee business outside of meetings or with others not on the committee. This doesn’t mean that you can’t report wrongdoing. The opening, closure and amalgamation of Sections in the Group as necessary If the Group, District or County employs anyone (cleaning and maintenance staff, secretary, LDO) they are officially considered to be employed by the Executive Committee. In their role as an employer the Committee must act responsibly, following Scouting values and complying with legislation. If the Group, District or County employs anyone, they need to make sure that they understand who is responsible for line managing them and communicate this to the line manager and employee. More information on employing people will be available from April 2013. Agree line management arrangements for staff Opening and Closure of Sections Act as a responsible employer

Responsibilities of the Executive Committee Act collectively as Charity Trustees Responsibilities of the Executive Committee Comply with POR Protect and Maintain Property and Equipment Manage the District Finances Insurance Provide Sufficient Resources for the District Develop Local Scouting Responsibilities of the District Executive Committee – Part 1 Acting as Charity Trustees is a key aspect of the role, we will spend some time looking at the detail of this later in the session. Complying with POR, making sure the Executive Committee is acting in line with the key policies and rules outlined. This can mean looking after a headquarters that the Group, District or County owns, or premises that are rented, it also means looking at any acquiring or selling any property. Equipment ranges from tents and camp stoves to minibuses. The financial side of running the Group, District or County is the responsibility of the executive committee. They need to make sure that a District/County has enough money to function, that a budget is in place and is being used appropriately, keep accurate records of the income/expenses/banking, and be prepared to report on this whenever requested. This is the responsibility of the whole executive committee not just the treasurer! Ignorance is not always bliss so make sure everyone makes it their responsibility to ask about the finances. Making sure the insurance is adequate is vitally important to run scouting safely. Unity insurance services are the main point of contact for this Provide sufficient resources for Scouting to Operate. This includes, but is not limited to, supporting recruitment, other adult support and fundraising activities. Fundraising is vital in financing the District/County. The Executive Committee’s role in fundraising need not be one where they take part in fundraising activities, but they must facilitate fundraising in their role. Exec members can help generate names, conduct an induction, and place adverts for new volunteers. Have a development plan and know what you can do to achieve your goals, support districts and counties with their development plans to further support growth and development. As a member of the Executive Committee they have a responsibility to make safety an agenda item at all Executive meetings and ensure that all relevant safety information is communicate effectively. They also should review the incidents and accidents occurring in the Group, District or County to ensure that trends have been identified and controls adjusted as appropriate, by those responsible for them. Ensure that a positive image of Scouting exists in the local community by promoting the Group, District or County at events and taking opportunities to interact with the local community. (District and County only) Appoint and manage the operation of an Appointments Advisory Committee, including appointing an Appointments Chair to lead it. District and County Executive Committees should also ensure that the work of the Appointments Advisory Committee makes sure that only appropriate adults are recruited to be Volunteers in Scouting Appoint and manage any sub-committees including appointing a Chair to lead these sub-committees. Sub-Committees Inc. Appointments Advisory Committee Safety Policy Promote a positive local image of Scouting

Responsibilities of the Executive Committee Involving Young People in Decision Making Appoint Administrators, Advisers and Co-opted members Supervise Group Administration Approve Annual Report and Accounts Present Annual Report and Accounts Maintain appropriate confidentiality Responsibilities of the District Executive Committee – Part 2 Ensure that Young People are meaningfully involved in decision making at all levels within the Group, District or County. Make sure the level of involvement is appropriate for the age group. Appoint administrators, advisers and co-opted members of the Executive Committee Supervise Group Administration, particualrly relating to finance and property Approve the annual Report and Accounts after their examination by an appropriate auditor, independent examiner or scrutineer. This forms part of the annual duties of the Committee related to the Annual General Meeting, the annual report and accounts are a summary of the Charity’s work in that year. If appropriate, i.e. If a registered charity; submit these accounts and reports to the Charity Commission. Present the Annual Report and Accounts to the Scout Council at the Annual General Meeting Maintain appropriate confidentiality, don’t discuss committee business outside of meetings or with others not on the committee. This doesn’t mean that you can’t report wrongdoing. (District only) The opening, closure and amalgamation of Groups, Explorer Scout Units, Scout Network and Scout Active Support Units in the District as necessary. If the Group, District or County employs anyone (cleaning and maintenance staff, secretary, LDO) they are officially considered to be employed by the Executive Committee. In their role as an employer the Committee must act responsibly, following Scouting values and complying with legislation. If the Group, District or County employs anyone, they need to make sure that they understand who is responsible for line managing them and communicate this to the line manager and employee. More information on employing people will be available from April 2013. Agree line management arrangements for staff Groups, Explorer Scout Units, Scout Network and SASUs Act as a responsible employer

Responsibilities of the Executive Committee Act collectively as Charity Trustees Responsibilities of the Executive Committee Comply with POR Protect and Maintain Property and Equipment Manage the County Finances Insurance Provide Sufficient Resources for the County Develop Local Scouting Responsibilities of the County Executive Committee – Part 1 Acting as Charity Trustees is a key aspect of the role, we will spend some time looking at the detail of this later in the session. Complying with POR, making sure the Executive Committee is acting in line with the key policies and rules outlined. This can mean looking after a headquarters that the Group, District or County owns, or premises that are rented, it also means looking at any acquiring or selling any property. Equipment ranges from tents and camp stoves to minibuses. The financial side of running the Group, District or County is the responsibility of the executive committee. They need to make sure that a District/County has enough money to function, that a budget is in place and is being used appropriately, keep accurate records of the income/expenses/banking, and be prepared to report on this whenever requested. This is the responsibility of the whole executive committee not just the treasurer! Ignorance is not always bliss so make sure everyone makes it their responsibility to ask about the finances. Making sure the insurance is adequate is vitally important to run scouting safely. Unity insurance services are the main point of contact for this Provide sufficient resources for Scouting to Operate. This includes, but is not limited to, supporting recruitment, other adult support and fundraising activities. Fundraising is vital in financing the District/County. The Executive Committee’s role in fundraising need not be one where they take part in fundraising activities, but they must facilitate fundraising in their role. Exec members can help generate names, conduct an induction, and place adverts for new volunteers. Have a development plan and know what you can do to achieve your goals, support districts and counties with their development plans to further support growth and development. As a member of the Executive Committee they have a responsibility to make safety an agenda item at all Executive meetings and ensure that all relevant safety information is communicate effectively. They also should review the incidents and accidents occurring in the Group, District or County to ensure that trends have been identified and controls adjusted as appropriate, by those responsible for them. Ensure that a positive image of Scouting exists in the local community by promoting the Group, District or County at events and taking opportunities to interact with the local community. (District and County only) Appoint and manage the operation of an Appointments Advisory Committee, including appointing an Appointments Chair to lead it. District and County Executive Committees should also ensure that the work of the Appointments Advisory Committee makes sure that only appropriate adults are recruited to be Volunteers in Scouting Appoint and manage any sub-committees including appointing a Chair to lead these sub-committees. Sub-Committees Inc. Appointments Advisory Committee Safety Policy Promote a positive local image of Scouting

Responsibilities of the Executive Committee Involving Young People in Decision Making Appoint Administrators, Advisers and Co-opted members Approve Annual Report and Accounts Present Annual Report and Accounts Maintain appropriate confidentiality Responsibilities of the County Executive Committee – Part 2 Ensure that Young People are meaningfully involved in decision making at all levels within the Group, District or County. Make sure the level of involvement is appropriate for the age group. Appoint administrators, advisers and co-opted members of the Executive Committee Approve the annual Report and Accounts after their examination by an appropriate auditor, independent examiner or scrutineer. This forms part of the annual duties of the Committee related to the Annual General Meeting, the annual report and accounts are a summary of the Charity’s work in that year. If appropriate, i.e. If a registered charity; submit these accounts and reports to the Charity Commission. Present the Annual Report and Accounts to the Scout Council at the Annual General Meeting Maintain appropriate confidentiality, don’t discuss committee business outside of meetings or with others not on the committee. This doesn’t mean that you can’t report wrongdoing. (County only) The opening, closure and amalgamation of Districts, Scout Network and Scout Active Support Units in the County as necessary. If the Group, District or County employs anyone (cleaning and maintenance staff, secretary, LDO) they are officially considered to be employed by the Executive Committee. In their role as an employer the Committee must act responsibly, following Scouting values and complying with legislation. If the Group, District or County employs anyone, they need to make sure that they understand who is responsible for line managing them and communicate this to the line manager and employee. More information on employing people will be available from April 2013. Agree line management arrangements for staff Districts, Scout Network, Scout Active Support Units Act as a responsible employer

Charity Trustees “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.’ Charity Commission (England, Wales & Northern Ireland) PLEASE USE THIS SLIDE IN ENGLAND, WALES & NORTHERN IRELAND ONLY Remind participants of the introductory exercise where you asked them to raise their hands if they were trustees. Acting as a charity trustee is a key part of the role and responsibilities of being an Executive Committee Member. Each Scout Group, District and County is an autonomous organisation- an individual charity which operates under the umbrella of The Scout Association. As each Scout Group, District and County is a charity it needs a governing body by law- commonly known as the board of trustees. In Scouting we call this board of trustees Executive Committee members. Highlight that ALL VOTING MEMBERS OF THE EXECUTIVE COMMITTEE ARE TRUSTEES. Use the Charity Commission definition. Do people agree with this definition of trustees as the same as executive committee members? Liken the definition to school governors and chairs of the parish council/ rotary club.

Accept Responsibility Responsibilities of Charity Trustees Duty of Prudence Duty of Compliance Duty of Care Accept Responsibility Act with Integrity PLEASE USE THIS SLIDE IN ENGLAND, WALES & NORTHERN IRELAND ONLY The previous slides give a definition of what a trustee is, but what does that mean in practice for Executive Committee members in Scouting? What are the responsibilities and duties of a charity trustee? 1) Charity trustees accept ultimate responsibility for the running of the charity. The decisions made, and actions taken by Executive Committee members are ultimately their responsibility legally and financially. In some circumstances, if things go wrong, trustees may be liable for any debt or financial loss incurred by the group, district or county (The Scout Association has a Trustee Indemnity Insurance policy that protects against this provided that trustees have acted reasonably and in good faith.). However, emphasise that across the whole of the charity sector, personal liability of this kind is rare. 2) Charity Trustees must act with integrity. This means ensuring that any conflicts of interest are declared appropriately, and always acting with the interest of the Scout Group in mind, especially the benefit it provides to its users- the young people. 3) Charity Trustees must make sure that they act within Charity Law and their governing document. The Executive Committee must make sure that they follow the guidance given by the Charity Commission in their publications, and follow the rules in Policy, Organisation and Rules- the Scout Association’s governing document. 4) Trustees must use reasonable care and skill in their work as trustees. Use the appropriate skills and knowledge of individuals collectively in the decision making process, and most importantly seek professional advice if you need it- this is a legitimate use of charity funds. It is important that members of the Executive Committee seek to improve their knowledge, and take up training opportunities to understand their role better. 5) Trustees need to act honestly, make sure the charity remains solvent (funded), use the funds to further the charities work only and avoid taking any unnecessarily risky decisions. By following these duties an Executive Committee is fulfilling their duties as charity trustees. Responsibilities of Charity Trustees

Someone cannot be a trustee if... The person is under 18 The person is banned from being a trustee under the Criminal Justice and Court Services Act 2000 The person is an undischarged bankrupt There are certain people who are legally barred from becoming a trustee by the Charity Commission Use handout Charity Trustee Barred Categories Handout to help show who is barred from acting as a trustee. The person has been convicted of an offence involving dishonesty or deception The person is disqualified from being a company director

All trustees need to declare that they do not fit into barred categories. So they need to use the blue AA form when applying for their appointment as this contains the declaration for trustees, this is also included on the purple Change of Role form. They should NOT be filling in the green OH form. Filling in the incorrect form can cause problems- the individual will not be correctly recorded on the database, and they will not have filled in the required trustee declaration. When filling in the correct form the individual should make sure that write down their role, if they are a Treasurer, they need to make sure that the role they apply for is Treasurer. Members without a specific role should fill in ‘Group/District/County Executive Committee Member’ Some questions might arise about the membership requirements for an Executive Committee member. Explain to participants that: GROUP: there are three options of membership, non-member, associate member, and full member. Executive Committee members may choose any of these categories, but it is recommended that they become a full member or associate member. For the differences between these roles please direct participants to the clarifications surrounding Occasional Helpers and Section Assistants which detail the benefits of associate or full membership against non-membership. DISTRICT/COUNTY: there are two options of membership, associate member, and full member. For the differences between full and associate membership please direct participants to the FAQS on Occasional Helpers and Section Assistants.

Who is on the Executive Committee? Ex-officio Nominated Elected Co-opted Now you know what the Executive Committee is responsible for, and the duties of the executive as trustees of the Scout Group it’s time to think about how the Executive Committee is composed, who sits on it? There are four types of members Ex officio (red), (those who are members of the Executive Committee due to their appointment) Nominated (yellow), (those who are nominated by the Commissioner to take on the role of an Executive Committee and approved at an AGM) Elected (green), & (those who volunteer at an AGM to take on a role on the Executive Committee) Co-opted (blue). (those who have been asked to take on a role due to a specific skill or task) TASK: Give the participants 4 pieces of coloured card (corresponding to the colours on the slide) Ask people to hold up the correct colour for: Which group includes the Treasurer and Chair (Red) Which group should be chosen for a specific task? (Blue) Which group should represent the sections in the group? (Green) Which group, other then the ex-officio, should be the biggest? (Green) Which Group are nominated by the GSL, DC or CC? (Yellow) Which group do they think they are in? – The answer to this will vary depending on the roles present and how they were appointed to their role. Advise that we’re now going to look at what these categories mean in more detail.

Ex-officio Members (by right of appointment) Group Ex-officio Members (by right of appointment) GSL/AGSL, Chairman, Secretary, Treasurer, ESL, Sponsoring Authority and Section Leaders Nominated Members GSL nominations approved at AGM (No more than elected) Elected Members Usually between 4 and 6 people elected at AGM Co-opted Members Co-opted by the Exec. Committee (No more than elected) Group Leading from the task on the previous slide explain that: Ex-officio members are members of the Executive Committee by the virtue of their appointment (this includes the Chair, Treasurer and Secretary of the Executive Committee) Confusion may arise on this issue: This may seem a bit confusing as you probably know that the Chair is nominated by the GSL, and the Secretary and Treasurer are elected at the AGM. But these appointments are ex-officio appointments because of the role that they hold- no matter how they are appointed to that role. There may also be confusion relating to the position of Section Leaders on the Executive Committee- you may need to use the next slide in the presentation to clarify the issue. Elected members are chosen to represent the interests of the Scout Council (which will talk about it in more detail later). This is why there should be more of them than nominated and co-opted members; think of your elected members as the base of your Executive Committee. The elected members should represent the needs of the sections, e.g. Parents/assistant leaders. When asking for elected members it can be beneficial to remind those you are asking that they are there to represent the young people in the Group. You can compare the role to that of a parent governor in a school in order to better explain the expectations to parents. Nominated members The Group Scout Leader nominates them, and so they should think carefully about their selection. Nominated members might come from local community groups, local religious leaders, members of local government; as they can help to develop Scouting by bringing in a community centred view external to Scouting. Co-opted members can be selected by the Executive Committee either for the whole year, or for a period of time relating to a specific project This might be a solicitor for legal help, an architect to help with the building of a new Group headquarters, or a young person (18-25) there to represent the views of the youth in the Group. Also: The DC and District Chair can attend Executive Committee meetings, but can’t vote. The Executive Committee should not be more than 12-14 people to function effectively, more than this and it will become too difficult to manage. Remember that the Chair is nominated by the GSL, they need to be able to work through any conflicts effectively and find a constructive way of relating to each other to ensure the Executive Committee runs effectively. DC and District Chairman have right of attendance

Ex-officio Members (by right of appointment) District Ex-officio Members (by right of appointment) DC, Chairman, Secretary, Treasurer, District Explorer Scout Commissioner, District Scout Network Leader Nominated Members DC nominations approved at AGM (No more than elected) Elected Members Usually between 4 and 6 people elected at AGM Co-opted Members Co-opted by the Exec. Committee (No more than elected) District Leading from the task on the previous slide explain that the four groups are: Ex-officio members are members of the Executive Committee by the virtue of their appointment (this includes the Chair, Treasurer and Secretary of the Executive Committee) Confusion may arise on this issue: This may seem a bit confusing as you probably know that the Chair is nominated by the DC, and the Secretary and Treasurer are elected at the AGM. But these appointments are ex-officio appointments because of the role that they hold- no matter how they are appointed to that role. Elected members are chosen to represent the interests of the Scout Council (which will talk about it in more detail later). This is why there should be more of them than nominated and co-opted members; think of your elected members as the base of your Executive Committee. When asking for elected members it can be beneficial to remind those you are asking that hey are the to represent the young people who benefit from Scouting in the District. You can compare the role to that of a parent governor in a school in order to better explain the expectations to parents. Nominated members do not need to be members of the Scout Council – this is ideal for getting people external to Scouting or a young person to sit on the Executive Committee. The DC nominates them, and so they should think carefully about their selection. Nominated members might come from local community groups, local religious leaders, members of local government; as they can help to develop Scouting by bringing in a community centred view external to Scouting. Co-opted members can be selected by the Executive Committee either for the whole year, or for a period of time relating to a specific project This might be a solicitor for legal help, an architect to help with the building of a new District headquarters, or a young person (18-25) there to represent the views of the youth in the District. Also: The CC and County chair can attend Executive Committee meetings The Executive Committee should not be more than 12-14 people to function effectively, more than this and it will become too difficult to manage. Remember that the Chair is nominated by the DC, they need to be able to work through any conflicts effectively and find a constructive way of relating to each other to ensure the Executive Committee runs effectively. CC and County Chairman have right of attendance

Ex-officio Members (by right of appointment) County Ex-officio Members (by right of appointment) CC, Chairman, Secretary, Treasurer, County Scout Network Commissioner Nominated Members GSL nominations approved at AGM (No more than elected) Elected Members Usually between 4 and 6 people elected at AGM Co-opted Members Co-opted by the Exec. Committee (No more than elected) County Leading from the task on the previous slide explain that the four groups are: Ex-officio members are members of the Executive Committee by the virtue of their appointment (this includes the Chair, Treasurer and Secretary of the Executive Committee) Confusion may arise on this issue: This may seem a bit confusing as you probably know that the Chair is nominated by the CC, and the Secretary and Treasurer are elected at the AGM. But these appointments are ex-officio appointments because of the role that they hold- no matter how they are appointed to that role. Elected members are chosen to represent the interests of the Scout Council (which will talk about it in more detail later). This is why there should be more of them than nominated and co-opted members; think of your elected members as the base of your Executive Committee. When asking for elected members it can be beneficial to remind those you are asking that hey are the to represent the young people who benefit from Scouting in the District. You can compare the role to that of a parent governor in a school in order to better explain the expectations to parents. Nominated members do not need to be members of the Scout Council – this is ideal for getting people external to scouting or a young person to sit on the executive committee. The CC nominates them, and so these people should think carefully about their selection. Nominated members might come from local community groups, local religious leaders, members of local government; as they can help to develop Scouting by bringing in a community centred view external to Scouting. Co-opted members can be selected by the executive committee either for the whole year, or for a period of time relating to a specific project This might be a solicitor for legal help, an architect to help with the building of a new District headquarters, or a young person (18-25) there to represent the views of the youth in the District. Also: The Regional Commissioner can attend Executive Committee meetings The Executive Committee should not be more than 12-14 people to function effectively, more than this and it will become too difficult to manage. Remember that the Chair is nominated by the CC, they need to be able to work through any conflicts effectively and find a constructive way of relating to each other to ensure the Executive Committee runs effectively. Regional Commissioner and Regional Development Manager have right of attendance

A Note about Section Leaders In 2011 the rules surrounding the status of Section Leaders as ex-officio members of the Executive Committee was changed. Section Leaders now have to declare their intention to be an Ex-officio member of the Executive Committee at the AGM. If questions arise, highlight to participants that this only applies to Section Leaders and not Assistant Section Leaders. If you want Assistant Section Leaders to sit on the Executive Committee, they will usually fall into the elected members category. There is a new form available for Section Leaders to use to express their wish to be a member of the executive committee.

Sub Committees 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 Highlight to participants that Executive Committees can appoint sub-committees to deal with specific areas of the Executive Committee’s responsibilities, such as finance or property, to make the Executive Committees workload more manageable. The Appointments Advisory Committee is one such sub-committee at a District or County Level If they choose to do this, the sub-committee’s purpose, responsibilities and structure must be defined by the Executive Committee forming them, and the sub-committee must report back as required. The GSL, DC or CC and the Chair will be ex-officio members of any sub-committees formed by the Executive Committee. Members of sub-committees are nominated or co-opted by the relevant Executive Committee. Sub-committee members are not charity trustees, so you can involve those who are not eligible to be trustees in them in them. Executive Committee must make sure that they monitor the actions of any sub-committees that they set up. If questions arise about what form sub-committees members need to fill in, advise that it is best practice for them to fill in the blue AA form with the role of Group, District or County Supporter. Highlight that it is good practice for them to be CRB checked, as they will probably have some involvement with the handling or management of funds (part of The Scout Association’s CRB checking criteria) at some point. As they are not going to be charity trustees, they can disregard the charity trustee part of the declaration, as it will not be applicable to them.

The Annual General Meeting - Group Receive and consider the annual report and accounts of the Executive Committee Approve the nomination of the Executive Committee Chair and nominated members Elect a Secretary and Treasurer for the Executive Committee Group Some considerations attached to these 5 main AGM responsibilities: 1) The annual report should contain a list of the executive members / trustees for the year being reported on Copies of the Group annual report and accounts should be sent to the District Executive Groups with an annual turnover of more than £100,000 need to send their accounts to the Charity Commission 2) The GSL/DC/CC does require approval for their nominated members and Chairman 3) The secretary and treasurer appointments must be approved by the Council and a vote held where there is more than one nomination 4) Only members of the Council can vote or propose members for appointment 5) If questions arise about the process of appointing a scrutineer, examiner or auditor, explain that this session does not intend to go into detail about this process, but that information can be found in Guidance on the Accounting and Audit Requirements for Counties, Areas, Regions Groups & Districts – LT103950. The AGM is the one time in the year when the Scout Council gather together to review how Scouting has been conducted in the Group this year. But who is on the Scout Council, and what is their role? Elect members of the Scout Council to the Executive Committee Appoint an appropriate person to carry out checks into the accounts for the financial year

The Annual General Meeting - District Receive and consider the annual report and accounts of the Executive Committee Elect Group Scouters to Represent the District on the County Scout Council Elect a Secretary and Treasurer for the Executive Committee Appoint an appropriate person to carry out checks into the accounts for the financial year Approve the nomination of the Executive Committee Chair and nominated members District Some considerations attached to these 6 main AGM responsibilities: 1) The annual report should contain a list of the Executive Committee members for the year being reported on Copies of the District annual report and accounts should be sent to the County Executive Districts with an annual turnover of more than £100,000 need to send their accounts to the Charity Commission 2) The Secretary and Treasurer appointments must be approved by the Scout Council and a vote held where there is more than one nomination 3) The DC requires approval for their nominated members and Chair 4) Only members of the Council can vote or propose members for appointment 5) Group Scouters need to be elected to represent the District on the County Scout Council 6) If questions arise about the process of appointing a scrutineer, examiner or auditor, explain that this session does not intend to go into detail about this process, but that information can be found in Guidance on the Accounting and Audit Requirements for Counties, Areas, Regions Groups & Districts – LT103950. The AGM is the one time in the year when the Scout Council gather together to review how Scouting has been conducted in the District this year. But who is on the Scout Council, and what is their role? Elect members of the Scout Council to the Executive Committee

The Annual General Meeting - County Receive and consider the annual report and accounts of the Executive Committee Elect members of the County Scout Council to serve as Nominated members on the Council of the Scout Association Approve the nomination of the Executive Committee Chair and nominated members Appoint an appropriate person to carry out checks into the accounts for the financial year Elect a Secretary and Treasurer for the Executive Committee Elect members a representative of the County Scout Council to serve as Nominated Youth Member on the Council of the Scout Association County Some considerations attached to these 6 main AGM responsibilities: 1) The annual report should contain a list of the Executive Committee members for the year being reported on Copies of the District annual report and accounts should be sent to the County Executive Districts with an annual turnover of more than £100,000 need to send their accounts to the Charity Commission 2) The CC requires approval for their nominated members and Chairman 3) The Secretary and Treasurer appointments must be approved by the Scout Council and a vote held where there is more than one nomination 4) Only members of the Council can vote or propose members for appointment 5) Elect members of the County Scout Council to serve as nominated members on the Council of the Scout Association 6) There should be at least one young person (18-25 year old), as the County’s nominated Youth member to the Council of the Scout Association who also sits on the Executive Committee 7) If questions arise about the process of appointing a scrutineer, examiner or auditor, explain that this session does not intend to go into detail about this process, but that information can be found in Guidance on the Accounting and Audit Requirements for Counties, Areas, Regions Groups & Districts – LT103950. The AGM is the one time in the year when the Scout Council gather together to review how Scouting has been conducted in the County this year. But who is on the Scout Council, and what is their role? Elect members of the Scout Council to the Executive Committee

Group Scout Council Scouters in the Group Group Scout Active Support Members Colony, Pack & Troop Assistants Skills Instructors Group Administrators Advisers Patrol Leaders All Parents of Beaver Scouts, Cub Scouts and Scouts The Sponsoring Authority or their nominee Any other Supporters (including former Scouts and their parents) who may be admitted by the GSL and the Group Executive Explorer Scout Leaders (If in Partnership Agreement) District Commissioner and District Chairman PLEASE USE THIS SLIDE IF THE MAJORITY OF PARTICIPANTS ARE ON GROUP EXECUTIVE COMMITTEES The list on this slide details who is a member of the Group Scout Council, it comprises the vast majority of people who are involved in the group either actively or in a supporting role. You now know that the Scout Council meets once a year at the AGM, to carry out the essential tasks of administration for the Group. But for the rest of the year it is the Executive Committee who are in charge of the administrative functions of the Group. The Scout Council delegate the administrative and decision-making aspects of managing the Group to the Executive Committee on their behalf. Therefore the responsibility for electing and approving nominations for members of the Executive Committee lies with the relevant Scout Council, as the Executive Committee make decisions on their behalf throughout the year. The handout Group Scout Council Members Handout can be used to refer to the membership of the Scout Council.

District Scout Council Ex-Officio Members Commissioners in the District Scouters in the District Administrators in the District Section Assts Skills Instructors Advisers All Explorer Scouts Chairmen of Troop Leadership Forums Members & Associate Members Of the Movement Registered In the District All Parents of Explorer Scouts County Commissioner County Chairman Nominated Members Parents Elected or Reselected Annually By The District Scout Council on the Recommendation of the DC and District Executive PLEASE USE THIS SLIDE IF THE MAJORITY OF PARTICIPANTS ARE ON DISTRICT EXECUTIVE COMMITTEES The list on this slide details who is a member of the District Scout Council, it comprises the vast majority of people who are involved in the District either actively or in a supporting role. You now know that the Scout Council meets once a year at the AGM, to carry out the essential tasks of administration. But for the rest of the year it is the Executive Committee who are in charge of the administrative functions of the District. The Scout Council delegate the administrative and decision-making aspects of managing the District to the Executive Committee on their behalf. Therefore the responsibility for electing and approving nominations for members of the Executive Committee lies with the relevant Scout Council, as the Executive Committee make decisions on their behalf throughout the year. The handout District Scout Council Members Handout can be used to refer to the membership of the Scout Council throughout the rest of the session.

County Scout Council Co-opted Invited Members Members Nominated Members Nominated Annually & Between 4 and 6 Members 5 Categories : CC’s Nominations County Network Nominations - County SAS Nominations Scouters From Districts Explorer Scout Nominations Ex-Officio Members Presidents Regional Commissioner CC Commissioners In The County Chairman Secretary Treasurer Deputies CSNC County Scouters & Advisers SAS Manager Co-opted Members Co-opted Annually by CC From Other Local Youth Organizations From Local Community Representative from the Community Invited Members Invited To Attend But Do Not Have Voting Rights Regional Development Manager PLEASE USE THIS SLIDE IF THE MAJORITY OF PARTICIPANTS ARE ON COUNTY EXECUTIVE COMMITTEES The list on this slide details who is a member of the District Scout Council, it comprises the vast majority of people who are involved in the District either actively or in a supporting role. You now know that the Scout Council meets once a year at the AGM, to carry out the essential tasks of administration. But for the rest of the year it is the Executive Committee who are in charge of the administrative functions of the County. The Scout Council delegate the administrative and decision-making aspects of managing the County to the Executive Committee on their behalf. Therefore the responsibility for electing and approving nominations for members of the Executive Committee lies with the relevant Scout Council, as the Executive Committee make decisions on their behalf throughout the year. The County or Area Scout Council Members Handout can be used to refer to the membership of the Scout Council throughout the rest of the session.

What happens at an EGM? Extraordinary General Meetings (EGMs) are meetings of the Scout Council held in addition to the AGM in extraordinary circumstances. Circumstances that would cause an EGM to be held include: A mass request by the Scout Council The loss of a number of trustees, particularly officers Other conditions for holding an EGM may be specified in the local constitution, if one exists. It is the responsibility of Executive Committees and Scout Councils to be aware of local rules regarding EGMs.

Support Other Executive Committee Members The Scout Information Centre Factsheets and Supporter Guides form the Scout Association The Charity Commission (England and Wales)  Finish by highlighting that the Charity Commission (in England and Wales) provide a range of useful resources to support them in their role. Explain that these bodies: are the independent charity regulator for the national government framework work with charities to ensure that they are accountable, well run and meet their legal obligations offer information and advice to charities on legal requirements and best practice to help them operate as effectively as possible and to prevent problems occurring Also highlight that The Scout Association: provides written resources and guidance for Executive Committees Provides help and support for Executive Committee related queries  

What We’ve covered Responsibilities of the Executive Committee Trusteeship The Composition of the Executive Committee Sub-Committees The Annual General Meeting The Scout Council Support Thank the participants for their contribution in the session. Summarise the key areas of the session and highlight especially that the Executive Committee is an important part of the running of Scouting, by understanding more of their role the participants will be able to make sure they act properly and effectively.

Executive Committee Training Sessions Introductory Session Effective Executive Committees Finance for all Executive Committee members Officer Roles of the Executive Committee Remind participants of the other available training sessions for Executive Committee members. If the session is being run in isolation make sure participants know who to direct any remaining questions to and where they can find support.   Make sure participants have access to, or know where to find associated reading for this session. Ensure that they are reminded that guidance on Trusteeship and Financing for Charities is subject to change and that they must make sure they keep up-to-date with developments in this area during their time as an Executive Committee member. The Recruitment and Induction of Executive Committee members