Slide A Welcome Participants to the session. Explain that this session intends to provide information about the roles of the Officers on the Executive Committee, and the role of the manager and supporters. Remind participants that the three roles that are known as Officers are the Chair, Treasurer and Secretary.

What We’ll Cover The role of the Officers -Chair -Treasurer -Secretary The role of the Manager The role of other Executive Committee Members Slide B State that in this session you are going to cover the topics above. You may also wish to provide participants with the session objectives: Understand and describe the key responsibilities and specific functions of the three main roles on the executive committee- Chair, Treasurer, and Secretary. State the role of Managers on the Executive Committee State the role of all Executive Committee Members Explain the importance of having a good working relationship between the Group Scout Leader, District Commissioner or County Commissioner and the Chair of the relevant Executive Committee

Module Objectives By the end of this training participants will be able to: Understand and describe the key responsibilities and specific functions of the three main roles on the executive committee- Chair, Treasurer, and Secretary. State the role of Managers on the Executive Committee State the role of all Executive Committee Members Explain the importance of having a good working relationship between the Group Scout Leader, District Commissioner or County Commissioner and the Chair of the relevant Executive Committee

The Role of the Officers In your groups create two lists for the officer role you have been given. 1) Responsibilities and Tasks 2) Skills and Qualities Slide C- Responsibilities and Skills of the Officer Role Task Part A – 22 minutes Explain to participants that for this session they will be working in small groups. Divide the participants into 3 groups of roughly equal size. Provide each group with a large piece of paper or disposable tablecloth and marker pen. Allocate the groups with one of the three officer roles: Group 1 - Chair, Group 2 - Secretary, Group 3 - Treasurer. Explain to the groups that they need to discuss the role they have been allocated and provide two lists relating to this discussion. They should discuss and provide one list which details the responsibilities and tasks that they think someone in that role should do. The second list should detail the skills and qualities that they think someone in that role should have.

The Role of the Officers In your groups discuss the two lists that the last group have made for the officer role you have been given. Change the lists so that they reflect what you think of the officer role. Slide D – Responsibilities and Skills of the Officer Role Task - Part B (10 minutes) Allocate each group with a new officer role: Group 1 - Secretary, Group 2 - Treasurer, Group 3 – Chair. Ask the group to move onto the paper/tablecloth where the two lists for this role have been made. Explain that each group is going to discuss and modify the lists that have been made, so that the lists they have reflects their opinion of the role. Groups can tick items that they agree with, cross out those they think are incorrect, change the ones they feel need to be adjusted, and add any new items. Remind participants that there are two parts to the task and they should discuss and modify both lists. The groups should spend 10 minutes on this role.  

The Role of the Officers In your groups discuss the two lists that the last two groups have made for the officer role you have been given. Change the lists so that they reflect what you think of the officer role. Slide E – Responsibilities and Skills of the Officer Role Task - Part B (10 minutes)  Allocate each group with a new officer role: Group 1 – Treasurer, Group 2 - Chair, Group 3 –Secretary. Ask the group to move onto the paper/tablecloth where the two lists for this role have been made. Ask the group to repeat the same process with this role as they have on the previous one. Remind groups that they are able to tick items that they agree with; cross out those they think are incorrect, change the ones they feel need to be adjusted, and add any new items. Remind participants that there are two parts to the task and they should discuss and modify both lists. The groups should spend 10 minutes on this role.

The Role of the Officers Using the two lists you have created for the officer role, put stickers on the items you think are relevant for all Executive Committee Members Slide F – Responsibilities and Skills of the Officer Role Task - Part C (5 minutes)  Each group should remain focussed on the role they have concentrated on most recently: Group 1 – Treasurer, Group 2 - Chair, Group 3 –Secretary. Provide each group with some stickers. Explain that this time the groups need to identify the items on each list which they think are true for all Executive Committee Members or all Officers and use a sticker to identify them on their piece of paper/tablecloth. Some groups may have crossed out items in the lists which they feel are applicable to all Executive Committee members, explain that these can be identified with stickers if the group wishes.

Chairman What are the tasks and responsibilities of the role? What are the skills and qualities needed for the role? Slide G – Responsibilities and Skills of the Officer Role Task- Part D (15 minutes) Each group should remain focussed on the role they have concentrated on in Part C of the task: Group 1 – Treasurer, Group 2 - Chair, Group 3 –Secretary. Ask Group 2 to read their lists to the other groups, explaining why they kept, removed, changed or added any items to the lists. Groups 1 and 3 should have an opportunity to agree or disagree with the Group 1’s list. The groups should also discuss whether they agree with the stickered items that are applicable to all executive Committee Members. Distribute copies of the Chair Role Description; and Executive Committee Member Role Description. Use these to determine whether the Group has come up with a list which has a good understanding of the role. Highlight any tasks and responsibilities or skills and qualities they have not listed that appear on the role description. This discussion should take 5 minutes.  

Chairman A good Chair needs to be organised; develop a good relationship with the manager; should be a strong and effective communicator and facilitator; and confident and effective in managing time and people. Slide H – The Role of the Chair Key Message

Treasurer What are the tasks and responsibilities of the role? What are the skills and qualities needed for the role? Slide I – Responsibilities and Skills of the Officer Role Task- Part D (15 minutes)  Ask Group 1 to read their lists to the other two groups. They should also explain why they kept, removed, changed or added any items to the lists. Groups 2 and 3 should have an opportunity to agree or disagree with the Group 1’s list. The groups should also discuss whether they agree with the stickered items that are applicable to all executive Committee Members.   Distribute copies of the Treasurer Role Description; use these to determine whether the Group has come up with a list which has a good understanding of the role. Highlight any tasks and responsibilities or skills and qualities they have not listed that appear on the role description. This discussion should take 5 minutes.

Treasurer An effective Treasurer needs to be confident and competent with the financial management of the Group/District/County; they should be confident to set budgets and allocate funds; and to report regularly to the Committee in ways they will all understand. Slide J – The Role of the Treasurer Key Message

Secretary What are the tasks and responsibilities of the role? What are the skills and qualities needed for the role? Slide K – Responsibilities and Skills of the Officer Role Task- Part D (15 minutes) Ask Group 3 to read their lists to the other two groups. They should also explain why they kept, removed, changed or added any items to the lists. Groups 1 and 2 should have an opportunity to agree or disagree with the Group 1’s list. The groups should also discuss whether they agree with the stickered items that are applicable to all executive Committee Members. Distribute copies of the Secretary Role Description; use these to determine whether the Group has come up with a list which has a good understanding of the role. Highlight any tasks and responsibilities or skills and qualities they have not listed that appear on the role description. This discussion should take 5 minutes.

Secretary A good secretary will have excellent administration and communication skills to enable them to carry out the responsibilities of their role Slide L – The Role of the Secretary Key Message

Manager The Executive Committee exists to support the GSL/DC/CC in meeting the responsibilities of their appointment. A director of the Executive Committee? Slide M – The Role of the Manager A Ask participants what they think the manager’s relationship to the Executive Committee is. Remind participants of the definition in POR of the Executive Committee. The Executive Committee is responsible for carrying out effectively the administrative tasks required for the Group/District/County to function and develop. The Executive Committee’s role in the administration of the Group/District/County enables the manager to carry out their role of managing and developing Scouting locally. Due to this relationship the manager might be seen as having a role which merely directs the work of the Executive Committee, with the members of the committee playing a merely supportive role. It is more appropriate to see the Executive Committee as working in partnership with the manager, making joint decisions about local Scouting according to the opinions that they are representing on the committee (i.e. the consensus of the Beaver Leaders in all the groups in the District the case of the Beavers Section representative on the District executive Committee.) with a view to developing and growing local Scouting.

The Make-up of the Executive Committee Manager The Make-up of the Executive Committee THE CHAIR NOMINATED MEMBERS SlideN– The Role of the Manager B Explain that another of the Managers functions on the Executive Committee is to decide who sits on the Executive Committee. The Manager is responsible for one appointment of one of the officer roles- the Chair. The manager is also responsible for the appointment of the nominated members of the Executive Committee. The Manager is encouraged to think carefully about their selection of the Executive Committee members they nominate. The working relationship of the Chair and Manager is particularly important as the two must work closely together to manage and direct the work of the Executive Committee. The nominated members can help to provide a perspective from the wider community, or bring new skills and experiences to the decision making process. The manager requires approval for their choice of both the chair and any nominated members. This approval is given at the Annual General Meeting each year.

Manager The Manager has an important role in directing the work of the Executive Committee and in influencing who sits on it. The Executive Committee and manager should work in partnership to support, grow and develop local Scouting. Slide O – The Role of the Manger C Key Message

Support Other Executive Committee Members The Scout Information Centre Factsheets and Supporter Guides form the Scout Association The Charity Commission (England and Wales) Slide P  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  

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