1. Effective Executive Committees

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

3. 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

4. Stuart

5. Engaging, Motivating and Retaining Executive Members
How do you recruit members?
Rarely at meetings (like AGMs)
Primarily through one to one discussion/comms
Often through attracting people back into Scouting
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

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

7. Normally in this Session:
Split into groups based on the specific roles
Discussion in groups about that role
How to help and support each other in your roles
Ben

8. Treasurer and Member due to be added later
New Guides ….
Treasurer and Member due to be added later
- although we have not seen much progress in last 12 months

9. Effective Meetings and AGMS

10. 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

11. Who is invited to a Group AGM?

12. ?

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

14. Who is Invited to a Group AGM? (short version)
Group Scout Council (voting rights)
Guests and Visitors (no voting rights)

15. 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)

16. What are the essential requirements of an AGM?
Must be held within 6 months of the end of your financial year
Must be appropriately advertised to the Scout Council

17. Essential requirements of a Group AGM 1
Apologies
To agree minutes of previous AGM
Adopt the Annual Report
Adopt the Financial Report
To reappoint any President/Vice Presidents
To approve the GSL’s nomination for Group Chairman
Ben

18. Essential requirements of a Group AGM 2
To elect Secretary, Treasurer and any other position
To appoint an independent examiner for the year
To formally record those Section Leaders who have opted to be members of the Executive
The GSL to announce their nominations for the Executive
To elect members to the Executive
To co-opt members onto the Executive
Ben

19. How do we make AGMs more exciting?

20. Making AGMs more exciting?
Table written reports
Keep to the point – short and sharp & managed
Ensure that officers and Committee Members are asked beforehand
NO any other business
Advertise (must include all the Group Scout Council)
Combine with another event
Ask young people to participate / get involved
Hold it with another event, e.g. barbecue, presentation evening or awards ceremony
Ben

21. Executive Committees ….

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

23. Group Executive Committee?
Who is attends a
Group Executive Committee?

24. Who attends a Group Executive Meeting?
Officers (Chairman, Secretary, Treasurer)
GSL and AGSL
Executive Members
Section Leaders (only if they have opted in)
Representatives from the District

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

26. 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)

27. 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

28. What might an annual cycle of Executive Meetings look like?
AGM – appoint Executive & roles for the year
Typically about 5 ‘normal business meetings’ per year
Autumn 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 the Annual Report and Accounts
Next AGM

29. Questions? 29