Executive Training – Part 2 Ross District – 13th November 2012 Welcome!

Domestic Announcements

Programme 1 Introductions and background The purpose of Executive Committees Membership of Executive Committees Group / District Structure Responsibilities of Executive Committees Impact of Scouting Effective Executive Committee Roles Questions and Answers Decide how participants and parents will communicate: What system and level (if any) of communication will there be between participants and parents? Will mobile phones (or similar) be allowed at the event?

Programme 2 Effective Executive Committees Effective Meetings and AGMs Supporting Young People Annual Requirements Meetings Safety in Scouting Question and Answer session Slides at: http://www.malvernscouts.org.uk/?q=node/??? or Executive Support / Ross - Nov 2012 on malvernscouts.org.uk Decide how participants and parents will communicate: What system and level (if any) of communication will there be between participants and parents? Will mobile phones (or similar) be allowed at the event?

IntroductionS

Purpose of these evenings 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 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 Decide how participants and parents will communicate: What system and level (if any) of communication will there be between participants and parents? Will mobile phones (or similar) be allowed at the event?

Assumptions You have a role on an Executive Committee (Group, District or County) Could be Chairman, Secretary, Treasurer or Member (Supporter) Includes Group Scout Leaders and any Section Leaders who have opted to be on their Group Executive (change January 2011) You have completed Module 1 (Getting started) and know a bit about Scouting Decide how participants and parents will communicate: What system and level (if any) of communication will there be between participants and parents? Will mobile phones (or similar) be allowed at the event?

Effective Meetings

Conduct of Meetings 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 Ben

Young People on Committees 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) Ben

Young People on Committees Ben

Annual General Meetings

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 Ben

A few points about Group AGMs Required to be held within 6 months of the end of the financial year All the Group Scout Council, including the DC and District Chairman, must be invited AGM accepts the annual report and accounts (previously agreed by the Group Executive) – then submits them to the District and the Charity Commission Chairman nominated by the GSL Section Leaders are only members of the Group Executive if they opt in and it is recorded at the AGM All Executive Members must complete an AA Form

Who is Invited to a Group AGM? 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)

Essential requirements of a Group AGM 1 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) Ben

Essential requirements of a Group AGM 2 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 Close the meeting Ben

Annual General Meetings District Annual General Meetings

Who is Invited to a District AGM? District Scout Council (voting rights) Commissioners, Active Support Managers, Scouters, Administrators, Section Assistants, Skills Instructors, Advisers, all Explorer Scouts, all members of the District Scout Network, Chairmen of Troop Leadership Forums in the District, Members and Associate Members of the Movement registered in the Scout District and including Members of District Scout Active Support Units, all parents of Explorer Scouts, persons elected or reselected annually by the District Scout Council on the recommendation of the District Commissioner and the District Executive Committee, the County Commissioner and County Chairman are ex-officio members of the District Scout Council. Guests and Visitors (no voting rights)

Who is Invited to a District AGM? District Scout Council (voting rights) Guests and Visitors (no voting rights) Who is Invited to a County AGM? County Scout Council (voting rights) Guests and Visitors (no voting rights)

Essential requirements of a District AGM 1 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 DC’s nomination for District Chairman To elect the other officers (Secretary & Treasurer) Ben

Essential requirements of a District AGM 2 To elect members to the Executive The DC to announce their nominations for the Executive To co-opt members onto the Executive To appoint an independent examiner for the coming year To elect Group Scouters to represent the District on the County Scout Council Close the meeting Ben

Annual Report Contents 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) Form LT700001 or free text can be used Ben

Annual Accounts Under £100k, simple receipts and payments accounts Form LT700002/3, Excel, Word or free text can be used Over £100k, accrual accounts must be used Form LT700004 or free text can be used All significant assets need to be recorded Keep it simple and make sure you understand them! Executive sign them off (as Trustees) Ben

Submission If a registered Charity, you must submit your approved Annual Report and Accounts to the Charity Commission Can be done on-line or via mail Normally done by the Treasurer or Secretary Good practice for Exempted Charities Results available on-line for all registered charities Ben

Ross-on-Wye Submissions Ben

1St Ross-on-Wye Scout Group Ben

Funds and Bank Accounts

Funds and Bank Accounts Groups – POR 3.49 and 3.50 - extract Each Section must itself administer sums allocated to it by the Group Executive Committee The Group Treasurer should make the necessary records and pay the money into the Group bank account(s) as soon as practicable. Each Section must keep a proper cash account which must be produced, together with supporting vouchers and the cash balance, to the Group Treasurer at least once in each period of three months. Ben

Funds and Bank Accounts All monies received by or on behalf of the Group / District / County either directly or via supporters, must be paid into bank account(s) held in the name of the Group / District / County Groups POR – 3.50 District POR 4.60 and 4.61 County POR 5.48 and 5.49 Ben

Rule 4.61 Bank Accounts a. All monies received by or on behalf of the District either directly or via supporters, must be paid into bank account(s) held in the name of the District. The account may, alternatively, be a National Savings Account or a building society account. b. The account(s) will be operated by the District Treasurer and other persons authorised by the District Executive Committee. c. A minimum of two signatures must be required for withdrawals. Ben

Rule 4.61 Bank Accounts d. Under no circumstances must any monies received by any one on behalf of the District 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 District Executive Committee has so authorised beforehand and if a proper account of the receipts and payments is kept. f. Funds not immediately required must be transferred into a suitable investment account held in the name of the District. Ben

Rule 4.61 Bank Accounts g. District funds must be invested as specified by the Trustee Act 2000. h. District funds may be invested in one of the special schemes run by Headquarters. i. The bank(s) at which the District 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. Ben

Executive Committee Meetings

Effective Executive Committees? Build a real team spirit Typical stages of team building: Forming Storming Norming Performing Make sure everyone can have their say Common aims and objectives Driven by the Chairman

Meeting Arrangements 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)

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 Safety Trustee responsibilities

Stuart

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 Ben

Typical Annual Cycle 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

Safety in Scouting

Safety In Scouting 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

Safety Responsibilities Executive Committees are responsible for providing a safe environment in which regular Scouting can take place (e.g. meeting places), meetings & public events Leaders are responsible for the safe delivery of an adventurous programme within those meeting places and on outside visits, camps, etc. www.scouts.org.uk/safety

Particular safety responsibilities of Executive Committees Scout Headquarters, grounds, campsites, activity centres and some rented premises: Fire Gas (including camping appliances) Electricity Water Asbestos General hazards Safety on the agenda at Executive Meetings

Safety In Scouting Adventurous Activities Follow rules, for example: Correct Permits Scout Lead / Externally Lead Activities Right equipment and ratios Normal leaders, if you are not happy, don’t let the activity proceed

Safety In Scouting Normal Activities Where more accidents are happening Make sure: InTouch fully in place Leader in charge of each activity is always 100% clear Executives understand their responsibilities for buildings, sites, etc.

Safety In Scouting Near Misses New simple, on-line near miss ‘form’ available on the scouts.org.uk Not yet clear how the information will be collated and feedback by Headquarters Important to capture the information – so please make sure you use the form!

Scouting Video Take a closer look The video “Take a closer look” is available for download via YouTube or Scouts.org.uk – ref: UKScoutAssociation’s Channel – YouTube#p u 7 m1RxuaNu-E

Thank You

Key Handouts 1 CC3a – The Essential Trustee FS330077 – The Group Executive Committee FS330037 – Role Description for Group Chairman BS310022 - A Guide for the Group Chairman FS330064 – Role Description for Group Secretary BS310020 - A Guide for the Group Secretary FS330065 – Role Description for Group Treasurer BS310021 - A Guide for the Group Treasurer BS310023 - A Guide for the Group Supporter A Guide to Supporting Young People on Committees

Key Handouts 2 FS330036 – District Chairman FS330045 – District Secretary FS330046 – District Treasurer FS320010 – Managing a Safe Scout Premises Safety Checklist for Executive Committees POR – The Scout Association Policy, Organisation and Rules

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

in your Group, District and County Together WE CAN DO IT Its worth remembering through out this process that the previous video clip, as a volunteer and a member of staff the words “oh that’s impossible” often immediately ring out when we start talking about adult recruitment. So its worth baring this in mind…. in your Group, District and County Thanks You