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

2. Domestic Announcements

3. 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?

4. Programme 2 Effective Executive Committees Effective Meetings and AGMs
Supporting Young People
Annual Requirements
Meetings
Safety in Scouting
Question and Answer session
Slides at:
or Executive Support / Ross - Nov 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?

5. IntroductionS

6. 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?

7. 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?

8. Effective Meetings

9. 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

10. 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

11. Young People on Committees
Ben

12. Annual General Meetings

13. 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

14. 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

15. 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)

16. 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

17. 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

18. Annual General Meetings
District
Annual General Meetings

19. 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)

20. 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)

21. 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

22. 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

23. 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 LT or free text can be used
Ben

24. 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 LT 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

25. 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

26. Ross-on-Wye Submissions
Ben

27. 1St Ross-on-Wye Scout Group
Ben

28. Funds and Bank Accounts

29. Funds and Bank Accounts
Groups – POR 3.49 and 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

30. 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

31. 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

32. 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

33. Rule 4.61 Bank Accounts
g. District funds must be invested as specified by the Trustee Act 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

34. Executive Committee
Meetings

35. 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

36. 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

37. 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)

38. 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

39. Stuart

40. 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

41. 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

42. Safety in Scouting

43. 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

45. 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.

46. 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

48. 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

49. 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.

50. 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!

53. 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

54. Thank You

55. Key Handouts 1 CC3a – The Essential Trustee
FS – The Group Executive Committee
FS – Role Description for Group Chairman
BS A Guide for the Group Chairman
FS – Role Description for Group Secretary
BS A Guide for the Group Secretary
FS – Role Description for Group Treasurer
BS A Guide for the Group Treasurer
BS A Guide for the Group Supporter
A Guide to Supporting Young People on Committees

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

57. Questions? Further information:
Information Centre

58. 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