Effective Executive Committees

Support the Group/District Role of the Committee Support the Group/District Look after the finances, fundraising, buildings, equipment, assets, etc. Not to “do” the scouting Ben

How can you be effective? Have a good skill mix on the committee Share out the work - Sub committees, working groups, teams, etc. Be organised - meetings, minutes, actions Be appropriately responsive & proactive Ben

Stuart

Engaging, Motivating and Retaining Executive Members How do you recruit members? Rarely at meetings (like AGMs) Primarily through one to one discussion/comms What do they want to get out of the role? Support for Scouting Fun, comradeship, sense of well being/doing? Very good on CVs and when looking for a job! What do you need to do to motivate and engage them (and thus retain them)? Ben

How does your role contribute to the Executive? Chairman Secretary Treasurer Member Ben

Normally in this Session: Split into groups based on the specific roles Discussion in groups about that role Ben

New Guides …. Treasurer and Member due to be added later

Effective Meetings and AGMS

How to run effective and “exciting” AGMs………………. How can you engage people in the process? Can people “enjoy” the AGM? When do you need to hold an AGM? Ben

Who is invited to an AGM? Email: executive.committee@scout.org.uk

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Who is Invited to AGM? Leaders & Helpers Parents/Guardians Executive Members Examiner/Scrutinizer President/Vice Presidents Representatives from District/County Guests

Must be held within 6 months of the end of your financial year What are the essential requirements of an AGM? Must be held within 6 months of the end of your financial year

Essential requirements of a Group AGM 1 To agree minutes of previous AGM Apologies Adopt the annual report Adopt the financial report To reappoint any President/Vice Presidents To approve the GSL nomination for Group Chairman Ben

Essential requirements of a Group AGM 2 To elect Secretary, Treasurer and any other position To appoint an independent examiner for the year The GSL to announce their nominations To elect members to the Executive To co-opt members to the Executive Ben

How do we make AGMs more exciting?

Making AGMs more exciting? Table reports Keep to the point NO any other business Combine with another event Advertise Ensure that officers are asked beforehand Ask young people to participate Ben

Executive Committees ….

How to run effective executive meetings……………… What makes a good executive meeting? How to get full benefit from the Executive Committee? Ben

Who is attends an Executive Committee? Email: executive.committee@scout.org.uk

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Who attends a Group Executive Meeting? Officers (Chairman, Secretary, Treasurer) Section Leaders GSL and AGSL Executive Members Representative from District

Executive Meeting Organisation? Location Furniture and room arrangements Timing Catering Agenda Management of the meeting

Agenda Send out Early Briefing papers and updates on actions with agenda GSL / Section Leader / Finance / Building Previous meeting actions Only talk about “open” actions Clear topics for discussions Send out any supporting information No AOB….

Meetings Brevity is a virtue Keep to agenda and time Avoid long discussions on scouting activities Scouting is for Scouters Topics should be: Fundraising and financial position Build maintenance and equipment needs Recruitment & Numbers Trustee responsibilities

Questions? 27

Registered Charity Number 1030019 The Malverns District Registered Charity Number 1030019 www.malvernscouts.org.uk 28

www.malvernscouts.org.uk includes: District Directory District Events Calendar Warren Oak bookings Member Support Leader Support Executive Support AGMs, Minutes, Reports, etc. Loads of support information www.malvernscouts.org.uk

The Malverns District Covers Upton, Ledbury, Colwall, Cradley, Leigh and Malvern 10 Groups, 5 Explorer Units, County Network and local Scout Active Support Unit, plus BP Guild Approximately 700 uniformed members Annual events include: St George’s Day Camps Activities/competitions mostly by Sections www.malvernscouts.org.uk

Census, Subscriptions, Membership, etc. Information to Groups in December each year Annual Census – 31st January each year Annual return in February each year: Health check & Development plan Membership lists (InTouch & District Directory) Census return Subscriptions (for 2010 £28/head – Headquarters, County & District) paid in March each year www.malvernscouts.org.uk

Healthcheck Example

The Malverns District www.malvernscouts.org.uk

A3 & A4 sizes – Don’t delay, start now Recruitment 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…. Posters – Available A3 & A4 sizes – Don’t delay, start now

A5 Recruitment Handouts

Gold Scout Mate Badge 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….

Warren Oak Campsite District campsite at Warren Oak, Staplow, north of Ledbury, offers year round use. Warren Oak is a large 15 acre camp site comprising a large area of grass land separated into a number of fields with a central group of buildings including a toilet block, holiday centre, stores and support buildings. Key site maintenance from Active Support

The Malverns District Appointments Secretary – Pauline Richardson Welcome Packs Forms and CRB checks Appointments administration ADC Adult Support (Local Training Manager) – Ken Allcock Training materials & records Training Courses & Validation Appointment of Training Advisors www.malvernscouts.org.uk

Summary of Appointments & Review Process in The Malverns The following slides present a simple overview of these processes in The Malverns

Person interested in becoming Leader or Occasional Helper Line Manager explains the role, reasonability and obligations to them Line Manager ensures that they get a Welcome Pack including AA or OH (available from District Appointments Secretary + Forms on-line) Individual fills in AA or OH DC, DESC, ADC or GSL checks the identity with the individual and checks the rest of the forms Forms passed to District Appointment’s Secretary with key information including Line Manager and role 40

District Appointments Secretary adds individual to HQ database District Appointments Secretary checks form and information received (appointment, line manager, role, Group, etc.) District Appointments Secretary adds individual to HQ database (In due course this will trigger an HQ Welcome Pack) Occasional Helper (OH Form) Leader (AA Form) Module 1 completed as soon as possible and, ideally 1st Response and Child Protection. Other training encouraged. Appointment Process on following charts HQ checks Leader expected to complete their training for role within 3 years of appointment Appointment comes through and presented 41

Individual invited to an Appointments Advisory Committee Meeting Leader (AA Form) District Appointments Secretary informs Local Training Manager and GSL / Line Manager References taken up as appropriate Initial Training Ideally Modules 1and 3 or 4 via Line Manager or Training Advisor if appointed Individual invited to an Appointments Advisory Committee Meeting 42

Local Training Manager appoints Training Advisor HQ issue Appointment Individual, HQ & Line Manager / GSL informed of results of Appointments Advisory Committee Local Training Manager appoints Training Advisor HQ issue Appointment Training Continues (Normally complete within 3 years) Presented to Individual Appointment Review – typically every 2 to 5 years 43

The Review Process... Approx 3 months before expiry Appointment Secretary sends Review Form to volunteer’s manager and informs adult Manager holds review meeting with adult Manager completes Form and returns to Appointment Secretary Appointment Advisory Committee and Commissioner consider review and decide action. Results recorded on Form and person’s record The Formal Process To ensure that the reviews are performed at appropriate times, a new process has been put in place. The requirement to hold a review has not changed; the people involved has not changed; we have however introduced a form to record the activity and a requirement for the people involved to be informed by the Appointments Secretary. Three months before the appointment expires, the Appointments Secretary will send an Appointment Review Form (AR) to the adult’s manager in Scouting. The manager will organise and hold a review meeting with the adult concerned. They will then complete the review section of the form which covers First Aid, ongoing learning and the recommendation regarding the appointment. The form is then returned to the Appointments sub-Committee to consider and make a decision as to the adult’s future role. If the decision is that the appointment will be renewed, this will be for a specified period as agreed with the adult. If re-assignment is recommended, the Appointments sub-Committee will need to ensure that the new role has been agreed by the adult and the manager of that role. They may need to meet with the adult to agree suitability before approving a new appointment. If retirement is the recommendation, the Appointments Secretary will cancel the appointment in the normal way. [Note to Presenter: Likely question what will Membership Management do for me in this process?] Renew appointment Cancel appointment Change appointment

District Appointments Secretary sees the date coming Appointment Review District Appointments Secretary sees the date coming Approx 3 to 6 months prior to the review date sends an assessment form to the Line Manager CRB status checked and re-done if necessary Training information gathered (including first aid and child safeguarding) Line Manager has review with individual & completes assessment Initial Assessment Completed Individual may be invited to Appointments Advisory Committee Meeting Individual, HQ & Line Manager / GSL informed of results from Appointments Advisory Committee 45

Scout Active Support in The Malverns needs you for: InTouch Fun • Assistance with Scouting events • Assistance at Warren Oak Contact Mike or Liz Sneath Tel 01584 881666 46

Advanced Notice District Camp 2011 at Warren Oak 29th April to 1st May (optional 2nd May) Camp in Groups – Activities in Sections 1st May - Beavers visit & St George’s Service 47

Please use it Just ask if you would like an account! Want to know more …. www.malvernscouts.org.uk has the information Please use it Just ask if you would like an account! 48

Questions? 49

WE CAN DO IT in The MALVERNS 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 The MALVERNS