1. Executive Training 11 th June 2016 Welcome!

2. Executive Training 11 th June 2016 Presented by: Derek Barnes – County Commissioner John Day – Deputy County Commissioner Adult Support

4. Introductions and background The purpose of Executive Committees Membership of Executive Committees Responsibilities of Executive Committees Group / District Structure Effective Executive Committees Roles Refreshments Programme 1

5. Vision Effective Meetings Annual General Meetings Supporting Young People Finance and Annual Requirements Funds and Bank Accounts Meetings cycle Safety in Scouting Question and Answer session Programme 2

6. All slides available to download (PowerPoint or PDF) from www.hwscouts.org.uk (County Website) All key handouts are also available on or via the County Website For either, go to Adult Support on the left menu, select Executive Training and then select either Handouts or Training location and date  Note: slides will not change from those presented today, but we’ll try to keep the handouts up to date with latest version Executive Training Information

8. Leaders  Look after young people and deliver the Scouting balanced programme Managers  Line manage volunteers and look after the Leadership and Management issues Executives  ?? Key types of Roles in Scouting

9. Leaders  Look after young people and deliver the Scouting balanced programme Managers  Line manage volunteers and look after the Leadership and Management issues Executives  Governance, all assets, fundraising, safety and support Key types of Roles in Scouting

10. 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  Aim you towards the perfect way of working! Purpose of these sessions

11. 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) or Module 1E (Essential Information for Executive Committee Members) and know a bit about Scouting Assumptions

12. Scouting exists to actively engage and support young people in their personal development, empowering them to make a positive contribution to society The Purpose of Scouting

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

14. What is the purpose of an Executive Committee?

15. Executive Committee 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  Leaders & Managers have the time to develop and deliver a balanced programme of activities

16. Executive Committee (POR) 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

17.  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 What is an Executive Committee?

18.  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  The following slides assume The Scout Association Constitution (or something similar) Constitution

19. 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) What is an Executive Committee

20. 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. Rule 3.22 Management of the Scout Group

21. Who are the members of the Group Scout Council?

22. 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 Membership of the Group Scout Council

23. 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) Responsibilities of the Group Scout Council

24. 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 Types of Membership of the Executive Committee

25. Group Executive Committee Group Executive Committee Structure Nominated Members Up to the number elected. Nominated by GSL at the AGM. Ex Officio Members Group Chairman, GSL, AGSL, Secretary, Treasurer, Section Leaders* Elected Members Between 4 and 6 members elected by the Group Scout Council at the AGM. Co-opted Members Annually co-opted by the Executive. Cannot exceed the number of elected members. Right of Attendance District Commissioner and District Chairman. *As from 2011, Section Leaders are only members of the Group Executive if they opt-in at AGM (2011 POR change).

26. District Executive Committee District Executive Committee Structure Nominated Members Up to the number elected. Nominated by DC at the AGM. Ex Officio Members Chairman, District Commissioner, Secretary, Treasurer, District Youth Commissioner, District Scout Network Commissioner & District Explorer Scout Commissioner Elected Members members elected by the District Scout Council at the AGM. Co-opted Members Annually co-opted by the Executive. Cannot exceed the number of elected members. Right of Attendance County Commissioner and County Chairman.

27. County Executive Committee County Executive Committee Structure Nominated Members Up to the number elected. Nominated by CC at the AGM. Ex Officio Members Chairman, County Commissioner, County Youth Commissioner, Secretary & Treasurer Elected Members members elected by the County Scout Council at the AGM. Co-opted Members Annually co-opted by the Executive. Cannot exceed the number of elected members. Right of Attendance Regional Commissioner. Invited to attend County National representatives

28. Charity Trustees

29. “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

30. Accept Responsibility Act with Integrity Duty of Compliance Duty of Prudence Duty of Care Responsibilities of Charity Trustees

32. https://www.gov.uk/government/organisations/charity-commission Charity Commission

33. Charity Commission Publications CC3 - The essential trustee: what you need to know, What you need to do

34. Charity Commission Publications All available to download from Charity Commission website. Periodically updated. If you want to find how to do something (or whether you can), look here. Contain rules and guidance.

35. Charity Commission Publications CC15 - Charity reporting and accounting: the essentials

36. Charity Commission Publications CC48 - Charities and meetings

37. When to Register as a Charity - 1 All Scout Units are independent charities. However, those based in England and 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?moduleID=10&cat=262 https://members.scouts.org.uk/supportresources/1578/registering-as-a-charity?moduleID=10&cat=262

38. When to Register as a Charity - 2 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?moduleID=10&cat=262 https://members.scouts.org.uk/supportresources/1578/registering-as-a-charity?moduleID=10&cat=262

39. Trustees 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  Trustees sign to say that none of the above apply  Charity Commission pub CC30 provides more info.

40. Delegate clear responsibilities Require a clearly defined purpose, responsibilities and structure Formed by the Executive Committee (who have representatives on each sub committee) Responsible to the Executive Committee for their role  Individuals are not charity Trustees just because they are on a sub committee Sub Committees

41. Trustee Indemnity Insurance Covered as part of the subscription fee to The Scout Association (now only paid by young 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  Criminal actions are not covered

42. How do you know you are a Registered Member 1 Registered members will have filled in a registration online or on a form These contain the charity Trustee declaration via which Trustees 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

43. How do you know you are a Registered Member 2 You will have had a satisfactory TSA 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)

44. Hereford & Worcester County e-mail all adult volunteers with a valid e-mail address on Compass several times per year – like the one below on Thursday:

45. Responsibilities of the Group Executive The Group Scout Leader is the District representative in the Group (not the Groups representative at the District) (POR – The Appointments Process) Rule 3.23b 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.

46. Simple Group Structure Group Scout LeaderGroup Chairman Group Leaders Meeting (Group Scouters Meeting) Executive Committee Section Leaders +Beaver Leaders +Cub Leaders +Scout Leaders Sub Committees Working Parties Project Teams

47. Simple District Structure District CommissionerDistrict Chairman District Leaders Meetings Executive Committee DDCs, DYC, ADCs, DESC, DSNC, etc.  Explorer Leaders  Network Leaders  Group Scout Leaders  Beaver Leaders  Cub Leaders  Scout Leaders Sub Committees Working Parties Project Teams

48. Responsibilities of the Executive Committee Act collectively as Charity Trustees Comply with POR Insurance Safety Policy Sub-Committees Develop Local Scouting Manage the Group Finances Protect and Maintain Property and Equipment Promote a positive local image of Scouting Provide Sufficient Resources for the Group

49. Appoint Administrators, Advisers and Co-opted members Maintain appropriate confidentiality Agree line management arrangements for staff Approve Annual Report and Accounts Act as a responsible employer Involving Young People in Decision Making Present Annual Report and Accounts Responsibilities of the Executive Committee Opening and Closure of Sections

50. Responsibilities of the Group Executive: (POR 3.23b) part 1 of 3 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

51. Responsibilities of the Group Executive: (POR 3.23b) part 2 of 3 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

52. Responsibilities of the Group Executive: (POR 3.23b) part 3 of 3 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

53. The Group Executive must also: (POR 3.23b) 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.

54. Effective Executive Committees

55. 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 Role of the Executive Committee

57. 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 and actions are done between meetings. Group Executive

58. Available on scouts.org.uk Factsheet Group Executive Committee

59. 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) How can you be Effective?

60. Chairman Secretary Treasurer Member (or supporter) Your Role

61. Chairman Manages and supports Executive members Chairs meetings (everyone involved, times, etc.) Lead key decisions and communications Secretary Agendas, Minutes of meetings, Keep records Census, prepare Annual Report Treasurer Account for all funds and prepare Annual Accounts Member (or supporter) Be involved and ask constructive questions Undertake/lead specific tasks and actions  Collective accountability for the Charity Your Role Summarised

62. All available on scouts.org.uk Role Descriptions Chairman Treasurer Secretary Member

63. All available on scouts.org.uk or under Executive Training on hwscouts.org.uk Guides

64. 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? Discussion Session

65. Questions?

66. Vision

68. Effective Meetings

69. People go to meetings because they feel lonely It’s a matter of status preservation to be there They have nothing better to do They would like a rest from what they ought to be doing To safeguard their own interests To stop some rival advancing his interests To assess how the balance of power has shifted Just simply to see who is still with the Group To discuss when, where and what for, the next meeting will be held Why People go to Meetings

70. 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 (example later) Conduct of Executive Meetings

71. How do you recruit members?  Rarely at meetings (like AGMs)  Primarily through one to one discussion  Often through attracting people back into Scouting Some statistics on recruitment: Approx 47% coming up through Scouting Approx 47% parents/guardians Approx 6% ‘off the street’ Engaging Executive Members

72. 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)? Motivating and Retaining Executive Members

73. Scouting is:  Fun  Challenge  Adventure For Adults & Young People

74. Strongly encouraged (but they need to get benefit) 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) Young People on Committees

76. Annual General Meetings See also guidance on AGMs at link: http://www.hwscouts.org.uk/?q=node/696http://www.hwscouts.org.uk/?q=node/696

77. Preparing for AGMs AGMs 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

78. 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

79. A few points about Group AGMs 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

80. 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)

81. Standard Group AGM Agenda 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)

82. Standard Group AGM Agenda 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 Any resolutions Close the meeting

83. 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. Example AGM Resolutions

84. Finance

85. Financial Responsibilities “The trustees of every charity must ensure that its finances are used appropriately, prudently, lawfully and in accordance with its objects.” The Charity Commission

86. Manage the Finances Finance sub- Committees Reserves Policy Provide sufficient resources Fundraising & Investments Annual Statement of Accounts Promote future development Maintain accurate records safely Monitor financial activity Procedures for Accounting Manage financial transactions Budgets and Financial Planning Financial Controls

87. Annual Reports & Accounts

88. Reference and administration details List the Trustees (and dates in role) 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  If in doubt look at CC15b (Section H is a checklist) Annual Report Contents

89. 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)  Soon adds up Annual Accounts

90. Under £250k, simple receipts and payments accounts –Form LT700002/3, Excel, Word or free text can be used Over £250k, accrual accounts must be used –Form LT700004 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)  If in doubt look at CC15b Annual Accounts

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

92. Intended to protect against a cash-flow problem or an unexpected drop in income or rise in expenditure or take advantage of an opportunity Charity Commission don’t like excessive reserves (“un- used / un-allocated funds”) 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 Reserves

93. 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. Funding and Investments

94. 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 Excepted Charities to do occasionally Results available on-line for all registered charities (inc. list of Trustees) +Provide copies to your District / County Submission

99. Funds and Bank Accounts

100. 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 Funds and Bank Accounts

101. Rule 3.49 Funds administered by Sections -1 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.

102. Rule 3.49 Funds administered by Sections -2 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.

103. Rule 3.50 Bank Accounts (very similar wording for Districts) 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.

104. Rule 3.50 Bank Accounts (very similar wording for Districts) 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 and if a proper account of the receipts and payments is kept.

105. Rule 3.50 Bank Accounts (very similar wording for Districts) 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.

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

107. Gift Aid is a scheme enabling charities to reclaim tax on a donation made by a UK taxpayer, effectively increasing the amount of the donation. If possible, collect subscriptions (HMRC dispensation) and donations via Gift Aid Need to make a Gift Aid declaration Adds 25% to your income from tax payers Ideally collect subscriptions through a standing order to make process simple  It is illegal to collect other things like event costs through Gift Aid, e.g. camp or trip fees Gift Aid

108. Approval of Expenditure Evidence Expenses Policy Cheques Online Banking Second Signatory Fundraising Events Cash Financial Controls

109. Executive Committee Meetings

110. 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 & sign the Annual Report and Accounts Next AGM Typical Annual Cycle

111. Build a real team spirit (typical stages):  Forming  Storming  Norming  Performing + Make sure everyone can have their say + Common aims and objectives  Driven by the Chairman Effective Executive Committees?

112. Location and time Furniture and room arrangements Timing: Advanced notice of the meeting & agenda During the meeting itself Catering Agenda Management of the meeting Meeting Arrangements

113. 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 more likely pre-manage) Agenda

114. 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 Meetings

116. 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 Minutes

117. Safety in Scouting

118. 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 In Scouting

119.  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 Safety Responsibilities

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

121. 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 Managing A Safe Scout Premises

123. Further information: Information Centre info.centre@scout.org.uk 0845 300 1818 or 020 8433 7100 Questions?

124. 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 https://www.youtube.com/watch?v=m1RxuauNu-E

125. Thank You

126. FS330077 – The Group Executive Committee FS330030 – Chairman of the Executive Committee BS310022 - A Guide for the Group Chairman FS330032 – Secretary of the Executive Committee BS310020 - A Guide for the Group Secretary FS330034 – Treasurer of the Executive Committee BS310021 - A Guide for the Group Treasurer FS330101 – Executive Committee Member BS310023 - A Guide for the Group Supporter Key Handouts 1

127. A Guide to Supporting Young People on Committees FS320010 – Managing a Safe Scout Premises Safety Checklist for Executive Committees Various Charity Commission publications, including CC3 – The Essential Trustee POR – The Scout Association - Policy, Organisation and Rules Individual role descriptions etc. Key Handouts 2

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